Supplier Payments Module (SPM)
Overview
- The Supplier Payments Module (SPM) is a standalone module for capturing supplier payments that must be processed by a bank. It supports multi-currency: the currency is set to the supplier's currency automatically.
- A payment made in this module is not in the Ledger until it is posted. When it is Complete, Actions (button) > Approve Payment approves it for the bank, and Actions (button) > Post to Ledger then posts it (see How to Post a Supplier Payment to the Ledger).
- A supplier payment can also be entered directly in the Ledger, or created from a Bank Import. Those follow the normal transaction rules: they post to the Ledger when their status has Accounting checked (see Ledger Posting). Use only one method, so that no payment is recorded twice.
- A batch of supplier payments can be exported and imported into an online banking interface.
- The Data Filter customises the list of payments. The default filter shows all the supplier payments for this month.
Settings
User Settings
Note
The Supplier Payments setting is required. The other settings let you use the functions available from the context menu but are not strictly necessary.
| Setting | Description | Default |
|---|---|---|
| Accounting > Supplier Age Analysis - Access Allowed | Checkbox. If checked, access is granted. | Unchecked |
| General > Supplier Payments - Access Allowed | Access options are None, User or Administrator. At least one person must have Administrator access so they can freely change the statuses of the transactions. Other access options can be set as needed. | None |
| General > Supplier Summary - Access Allowed | Options are None, Limited or Full Access. | Full Access |
| Setups > Suppliers - Access Allowed | Checkbox. If checked, access is granted. | Unchecked |
| Setups > Suppliers Accounting - Access Allowed | Checkbox. If checked, access is granted. | Unchecked |
Transaction Access Settings
- Access is required for the Transaction Types below. At least one User must have View > Admin, New, Edit and Delete access. Access for other users can be customised as needed.
- Supplier Discounts (SD)
- Supplier Overpayment (SOP)
- Supplier Payments (SPM)
- Supplier Payments (SP)
- Supplier Refund (SF)
- If multiple currencies are used, access must also be set for these Transaction Types:
- Supplier Forex Gain (SFX+)
- Supplier Forex Loss (SFX-)
- Supplier Payments – Forex 1 (SPFX1)
- Supplier Payments – Forex 2 (SPFX2)
Access Rights Explained
Info
Fields marked in blue (✎) can be edited.
| Field | Description |
|---|---|
| View |
|
| New | If checked, you can create transactions. Having access to copy transactions overrides this setting. |
| Edit | If checked, you can edit transactions. |
| Delete | If checked, you can delete transactions. |
| Est (Form only) | Applies to estimates. Only view the form, and not the profit margins. |
| Status (Up only) | Only move a transaction forward (e.g. change the status from Pending to Active, but not from Active to Pending). Users with Admin rights can change the status regardless of this setting. |
General Settings
| Setting | Description | Default |
|---|---|---|
| Supplier Payments > Transaction Type - Supplier Discounts | Select a Transaction Type from the dropdown list in the Value column. | Not set |
| Supplier Payments > Transaction Type - Supplier Payments | Select a Transaction Type from the dropdown list in the Value column. | Not set |
| Supplier Payments > Transaction Type - Accruals - Foreign Currency Payments | Select a Transaction Type from the dropdown list in the Value column. | Not set |
Transaction Settings
Info
Transaction settings are added to Transaction Types. A setting can be added to multiple Transaction Types.
Process:
- Click Add/Update (button).
- Select the Transaction Type in the left column.
- Select the Setting/s in the right column.
- Click Add/Update (button).
After a setting is added, the option in the Value column must be entered or selected.
| Setting | Description | Default |
|---|---|---|
| Supplier Payments > Transaction used for Supplier Invoices | Active if checkbox in Value column is checked. Usually added to:
| Unchecked |
Statuses Explained
| Status | Description |
|---|---|
| Pending | The first status. The payment can be edited and deleted. |
| Complete | The payment is read-only. Users with User access can set a payment to Complete. |
| Approved |
|
| Posted |
|
List View
Info
The List View displays multiple Supplier Payments in a summarised format.
Buttons Explained
| Button | Description |
|---|---|
| No. | A search block to find a specific Supplier Payment Number. |
| View | Populates the data in the list view according to the selected Data Filters. |
| New | Creates a new Supplier Payment transaction. |
| Output | Available upon request. |
| Menu |
|
Filters Explained
| Filter | Description |
|---|---|
| Set | Sets a specific period (e.g. Today, This Month, This Year, Fin Year). |
| Date | Filters the data to the set Start and End Dates. |
| ← → | Back/Forward arrows adjust the dates based on the Set period. |
| Supplier | Filters the data to include All or only a specific Supplier. |
| Bank | Filters the data to include All or only a specific Bank Account. |
| Status | Dropdown list to filter payments according to these statuses: All, Pending (editable), Complete (read-only), Approved (read-only) or Posted (read-only). |
Fields Explained
| Field | Description |
|---|---|
| Field Chooser (*) | Add or remove columns. |
| Status | The Status of the Supplier Payment transaction. |
| SPM No. | The system-generated number assigned to the transaction. |
| Trans No. (SP) | The system-generated number allocated to the completed transaction in local currency. |
| Trans No. (SP) | The system-generated number allocated to the completed transaction in foreign currency. |
| Trans No. (SD) | A number is automatically assigned to each Supplier Discount transaction in sequential order. |
| Date | The date on which the Supplier Payment transaction was entered. |
| Period | The period to which the Supplier Payment was allocated. |
| Category | The category allocated to the supplier. |
| Supplier | The name of the supplier. |
| Bank | The name of the Bank Account. |
| Reference | The reference captured by the user (e.g. source document's number). |
| Invoices | The number of invoices that were paid. |
| Subtotal | The amount due before discount. |
| Disc % | The percentage discount applied as setup in the supplier's account. |
| Disc | The discount amount. |
| Total | The final amount that must be paid. |
| CUR | The Currency of the transaction. |
| Bank – Name | The supplier's bank details: Bank Name as setup in the supplier's account. |
| Bank – Acc No. | The Supplier's bank details: Account Number as setup in the supplier's account. |
| Bank – Branch | The Supplier's bank details: Branch Code as setup in the supplier's account. |
| Bank – SWIFT | The Supplier's bank details: SWIFT Code as setup in the supplier's account. |
| Active | A checkbox. If checked, the Supplier is active. |
| Created by | The User who created the transaction and the Date on which it was created. |
| Updated by | The name of the User who last updated the transaction. |
| Updated | The Date on which the transaction was last updated. |
| Menu (...) | A submenu to:
|
Edit View
Top Row Buttons Explained
| Button | Description |
|---|---|
| ⬆ ⬇ | Scrolls through transactions. |
| Status | Updates the Status of the transaction. |
| Output | If templates are added, they can be printed, previewed or emailed. Templates are available upon request. |
| New | Creates a transaction. |
| Delete | Deletes the transaction. |
| Save | Saves the changes (the button is greyed out if there are no changes). |
| Actions |
|
| Menu |
|
Below-Header Buttons Explained
| Button | Description |
|---|---|
| Add to Payment (next to Outstanding Invoices) | Select an invoice to add to the payment. |
| Remove from Payment (next to Invoices to be Paid) | Remove a previously selected invoice from the payment. |
Fields Explained
Info
Fields marked in blue (✎) can be edited.
| Field | Description |
|---|---|
| Status | The Status of the transaction. |
| SPM No. | The sequential number allocated to the Supplier Payment. |
| Date | The transaction's Date.
|
| Supplier | Name of the Supplier. |
| Bank | Bank Account from which the payment will be/was made. |
| Reference | Field for a user-input Reference. |
| Note | Field for a user-input Note. |
| Subtotal | Amount before Discount. |
| Currency | The transaction's Currency. |
| Discount | The applicable discount amount. |
| % | The applicable discount percentage as per the supplier's account. |
| Total | The final payment amount. |
| Bank Detail | The Supplier's Bank details, including (These fields pull through from the Supplier file.):
|
| Trans | Transaction identifier code (e.g. SI = Supplier Invoice). |
| No. | The transaction's number. |
| Date | The transaction's date. |
| Reference | The transaction's reference. |
| Total (inc) | The transaction's VAT inclusive amount. |
| Paid | The amount already paid. |
| Due | The amount that is still outstanding. |
| Menu (...) |
|
| Trans | Transaction identifier code (e.g. SI = Supplier Invoice). |
| No. | The displayed transaction's number. |
| Date | The transaction Date. |
| Reference | User-input Reference. |
| Total (inc) | Total Amount including VAT. |
| Due | The Amount that is still Outstanding. |
| Pay | The Supplier Payment Amount. |
| Menu (...) | A submenu with the following options:
|