Create a manual payment

Caroline Buckland Updated by Caroline Buckland

The process

When an Invoice has been entered and a manual cheque has been raised to pay the Supplier, they need to be allocated together.

1. One-Off Payment

The entry consists of a couple of steps; the steps below describe the process.

To access the Manual Payment screen: Accounts Payable-AP Processes-Payment Processing-Manual Payments, then select Insert.

If the field has a magnifying glass, it means that this field is promptable, and you can use Prompt to help find the code.
 Click the magnifying glass.
You can enter a code or description to limit your search.
Select the code and then select OK. This will return you to the screen you came from, with your chosen code in the field.

2.Create the payment

Enter the Supplier number that you will be making the payment to, other mandatory fields to enter are:

Reference:  this is the reference number of the payment.

Date: the date of the payment

Value:  the financial value of the payment  

Bank: enter the Bank Code of the bank that you have withdrawn the money from (to enable GL postings to be made).

3. Allocate & Update the Payment

You have two options.

1. Save the entry - this will enter the payment on the supplier account as unallocated.

2. Use the More:Go>Allocation action to allocate the payment against as existing invoice.

Then use the Retrieve action to display all outstanding invoices and credit notes for the Supplier.

Select the transaction(s) that you want to allocate to the payment and select Transaction: Pay button.

Access the Details tab. The Values need to match before update.

Use the Save action to complete.

A System Reference will be generated and the payment will be allocated to the invoice.

The payment will be posted to the supplier account and the invoice fully paid. If you did not allocate the cash the payment will be displayed as unallocated on the supplier account.

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