CREDITOR PAYMENTS

BIZPRAC 12 GUIDE

MAKING CREDITOR PAYMENTS

Once all of the creditor invoices have been entered payments can be made as required. Payments can be made in the form of cheque printing, manual payments or ABA files.

Creditor invoices can be fully paid or part paid; credit notes can be processed along with invoices. Remittance advice for your creditors can be printed, emailed or no advice printed.

Multiple creditors can be paid in one batch. If you are using a variety of methods to pay your creditors; for example ABA files, manual EFT method; it is best to group each of these for the type of payment you are making.

To utilise the creation of ABA files you must have the correct banking software provided by your nominated banking institution. The correct bank details must be entered for your creditors as well as your banks details.

For the setup of direct bank payments please refer the Bizprac guide.

AUTHORISING INVOICESBefore an invoice can be paid it MUST be authorised.

Select the invoices you wish to authorise; you can either authorise one invoice at a time or highlight a number of invoices to be authorised at a time.

Once you have selected the invoices that you wish to pay click on the authorise button.

BULK AUTHORISING

Under the utilities tab you are able to complete bulk authorising of invoices.

Select who you wish to make the payments for.

The select the date range for which the action will be performed.

Invoices which have been part paid or placed on hold will not be affected. Those invoices must be addressed separately.

PART PAID INVOICES

Invoices can be part paid; highlight the invoice you want to part pay. Click on part pay and the part authorise screen will open.

Type in the amount you wish to authorise for the highlighted invoice.

Once you have entered the amount click on apply to finalise your action.

REPORTS

The reports menu will allow you to print off a report of the invoices that you have authorised.

The report will list all the invoices for each creditor and a sub total for each.

At the end of the report it will give a grand total for all of the authorised invoices.

PAY OPTIONS

When you have selected all of the invoices that you wish to process you will then select to pay the authorised invoices.

All authorised invoices will pay all invoices that have been authorised.

Selected authorised invoices will pay only the selected highlighted invoices.

Tagged authorised invoices will pay the authorised invoices that have been tagged.

INVOICE PAYMENT OPTIONS

Use the default account; alternately use the drop down box to select a different account.

If paying by an ABA file tick this box.

Select the payment advice options. If necessary the printer option can be changed as required.

From here you can see what has been selected to pay.

It will list the number of creditors, invoices and the total amount to be paid.

A report for this pay run can be printed if required.

Once you have checked you selection and chosen your print method click on continue to proceed with the payment.

ABA FILE PAYMENT

By selecting to pay using Direct Bank Payment; it will create an ABA file for direct importation into your banking software.

If any banking details are missing you will be notified. The account details will need to be added prior to proceeding.

MODIFY ACCOUNT DETAILS

Click on ABA Bank Account information for creditors. This will open a screen which you will be able to modify the account details.

Highlight the creditor and click modify.

Add the required details for the bank account. Once the details have been added click save.

Ensure all the required bank details are added for each creditor.

Once you have added all of the bank details have been added click close.

PAYMENT ADVICE OPTIONS

Select if you wish to print the remittance advice.

No payment advice: will not print a remittance

Print payment advice: will print to your default printer

Email: will email remittances. If you wish you can also opt to print a remittance for any creditor that does not have an email address as default.

Once you have completed all the required bank details and also made your print selection click continue.

PAYMENT ADVICE

If creating an ABA file note the location that the file will be saved to.

The details of the payment will be listed.

Make all payments will make all payments at once. Skip this payment will

allow you to take a payment out of the payment run.

Make this payment will process the payment on the screen.

Clicking cancel will cancel the payment run.

INVOICE DETAILS

The invoice details tab shows you a list of the invoices for that creditor.

If required an additional invoice can be authorised.

This will updated the payment details on the payment details tab.

If necessary you can also place an invoice on hold and removed from the pay run.

NEXT PAYMENT

The next payment will automatically allocate the next payment number in the sequence.

Direct Bank payments will always begin with a D.

If changing the numbering sequence for nay reason you will be asked if you wish to adjust the sequence. If you wish to click on yes & the numbers will go up sequentially form that number.

PAYMENT RUN COMPLETE

Once the pay run is complete; if you wish you can print a report of the pay run.

The location of the ABA file will also be seen. If you click on go to folder it will take you to the location of the saved ABA file.