Supplier Payments - Setup Tutorials

Overview#

QuickEasy BOS Enterprise has several ways to capture Supplier Payments. However, before those entries can be made, some setup is required.

This tutorial explains all the settings that affect the Supplier Payments Module.

💡These tutorials explain how to set up Supplier Payments, their Transaction Types, statuses, forex and user access.

How to Create Supplier Payment Transactions#

1. Navigate to Main Menu > Setup > Transactions > Transaction Types (tab).
2. Enter Supplier in the search block.
3. Verify:
   • That these Transaction Types exist (else click New (button) to add them), and
   • The block in the Accounting column is ticked (else click Edit (button) at the tick the block), and.
   • The Forex block is ticked where applicable else click Edit (button) at the tick the block.
     • Supplier Discounts – Code SD
     • Supplier Forex Gain – Code SFX+
     • Supplier Forex Loss – Code SFX-
     • Supplier Offset – Code SOF
     • Supplier Overpayment – Code SOP
     • Supplier Payments – Code SP
     • Supplier Refund – Code SF
4. If you activate Multi-currency two additional Transaction Types are automatically created:
   • Supplier Payments – Forex 1 – Code SPFX1
     • This Transaction Type transfers the supplier payment from an accrual account to the bank account
   • Supplier Payments – Forex 2 – Code SPFX2
     • This Transaction Type records the supplier payment into an accrual account.

How to Link Supplier Payments and Discounts to a Transaction Type#

1. Navigate to Main Menu > Setup > Settings > General (tab).
2. Scroll down to the settings: Supplier Payments or enter Supplier in the search block.
3. Select a Transaction from the dropdown list in the Value column for each of these settings:
   1. Supplier Payments: Transaction Type – Supplier Discounts.
   2. Supplier Payments: Transaction Type – Supplier Payments.
   3. Supplier Payments: Transaction Type – Accruals – Foreign Currency Payments.
      • Note: If some of the settings are not there, you can add them.

How to Set Status Defaults for Supplier Payments#

1. Navigate to Main Menu > Setup > Settings > Transactions (tab).
2. Enter Supplier in the search block.
3. Change these settings:
   1. Accounting: Suppliers Payments (SP): Set Transaction Complete when allocated: Tick or untick the block as you prefer.
   2. Accounting: Supplier Payments – Forex 1: Set Transaction Complete when allocated: Tick or untick the block as you prefer.
      • Recommended setting: If there is only one user, tick the block. If another user checks the transaction, or there is a checklist leave the block unticked.

How to Permit Overpayments to be Automatically Cleared#

1. Navigate to Main Menu > Setup > Settings > Transactions (tab).
2. Enter Supplier in the search block.
3. Tick the block in the Value column next to this setting:
   • Transactions: Suppliers Payments (SP): Enable 'Clear Overpayment' function in Ledger.

How to Record Forex Gains or Losses Automatically#

1. Navigate to Main Menu > Setup > Settings > Transactions (tab).
2. Enter Supplier in the search block.
3. Tick the block in the Value column next to this setting:
   • Transactions: Suppliers Payments – Forex 2 (SPFX2): Enable 'Record Foreign Exchange Gain' function in Ledger.

How to Give Users Access to Supplier Payments#

1. Navigate to Main Menu > Setup > Settings > Users (tab).
2. Click Edit (button).
3. Click the user's name on the left.
4. In the Transaction Access section, give the user View and Edit rights (and New rights to create transactions) for these Transaction Types:
   • Supplier Discounts (SD).
   • Supplier Forex Gain (SFX+).
   • Supplier Forex Loss (SFX-).
   • Supplier Payments (SP).
   • Supplier Payments – Forex 1 (SPFX1).
   • Supplier Payments – Forex 2 (SPFX2).
   • Supplier Refund (SF).
   • Optional: Supplier Offset (SOF)
     • Note: The Supplier Offset transaction is used when a Supplier is also a Customer and their account balances are offset.
   • Note: If a Transaction Type is not listed, click Actions (button) > Add/Remove Modules to add it. See Transaction Access.
5. Set the user setting General > Supplier Payments – Access Allowed to User or Administrator.
6. Click Save (button).

How to Create a Checklist for Supplier Payments#

1. Navigate to Main Menu > Setup > Transactions > Checklist.
2. Select Supplier Payments in the dropdown list on the right.
3. Click Add Item to create an item, or.
4. Copy the list from an existing list, click Copy From (button) and select a checklist from the dropdown list.
   • For example:
     1. Supplier Invoice Approved,
     2. Payment Made,
     3. Payment Entered.