Introduction

Payments and Allocations, like Payments - Quick Entry‍, can be used to record and allocate ad hoc payments made to suppliers outside of Bulk Payments. Note that unlike Bulk Payments, it does not have the protection of Payment Approval. Payments and Allocations is fully integrated with your bank accounts. 

Payments and Allocations let you:

• Pay a Foreign Currency Supplier from your Base Currency Bank Account or from another Foreign Currency Bank Account. This is not possible using Quick Entry.
• Enter a payment and allocate it against one or more outstanding transactions on the Supplier Account. 
• Use the allocation facilities on their own. For example, if you’ve previously used the Payments Quick Entry, or want to allocate Credits or Discounts.

See:

Supplier Payments and Allocations (4.7) - AIQ Academy
 

Using Supplier Payments - Quick Entry‍ 

Using Bulk Payment Approval‍ 

Processing Payments

Go to Purchases > Payments & Allocations in the blue banner.

Complete the Header Details

• Supplier: Select the customer account for which you want to record the Sales Receipt or Allocation. You can start typing the account code if known or click on the drop down to view the list of all customer accounts. The currency of the Customer is displayed beside the account name.
• Bank: The Bank Account will automatically default to the Bank Account associated with the Supplier (Vendor) Master Record. You can override it if necessary. 
• Payment Date: This is the transaction date of the sales receipt that you wish to record. It is always defaulted to today's date. You can change this by typing over the date required or by selecting it from the calendar. Note that when just allocating transactions (without creating a sales receipt) this date will impact on the retrospective ageing reports.
• Payment Amt: This is the Customer Receipt amount that you wish to record. It will be shown in the customer currency. The base currency amount will also be shown if the customer is in a foreign currency. The base currency amount will be calculated based on the Exchange Rate for that currency. If there is a difference in exchange rates of the Invoice and allocated Receipt, the Realised Gain/ Loss will be calculated and posted as a separate journal (SX type transaction). 
• Bank Ref/Cheque: This is a mandatory field and must be populated before you can process the sales receipt. It will be used in subsequent bank reconciliations. This could be a cheque number or any other reference that is meaningful in relation to this sales receipt.
• Bank Charges: This is an optional field. You can record the Bank Charges that were applicable to this sales receipt (e.g. for a foreign currency sales receipt).
• BI Code: Choose a Department from its Drop Down if required. 
• Amount Withdrawn: This is the Amount that was deposited to your Bank Account. It will appear on your Bank Statement plus any Bank Charges. This field will be locked (calculated automatically) in most cases but needs to be inputted by the user when the selected Customer and selected Bank GL account are in different currencies.
• Description: This is an optional field. You can enter any additional information in relation to this Customer.

Process the payment without allocations

You can enter payments ‘on account’ which means a payment was made to a supplier, but that payment has not been allocated to specific invoice yet. The allocation of these payments can be made at a later time. Click Process to create a Payment Transaction on the Account with no allocations. Under Process, you can also select Process and Email Remittance or Process and Print Remittance to produce a Remittance Advice.

Processing Allocations with or without Payments

Allocations can be created at the same time as payments or for previously created payments and credit notes. The system records the payment amount and the amount allocated to particular invoices for the selected period. This allows for easy tracing of receipts or debit notes to invoices over time. If you make any errors, click Clear All Allocations. Note, this cannot restore fully allocated transactions that have disappeared from the grid due to processing.

Option One: Processing Manual Allocations

Allocate the Payment (fully or partially) by entering the relevant amounts against each Invoice under the Allocate column. This will then add each allocated amount to the Payment Amount. Make sure that the total Payment Amount shown is correct before clicking Process.

This example allocates a remaining Purchase Payment and a new Debit Note to fulfill an Invoice transaction. You can use this method to allocate multiple Debits to multiple Credits. After entering the Debit Note in the account, double-click on the relevant transactions. This allocates the multiple debits (Partial Payment and Debit Note) to the Invoice.

Option Two: Processing Automatic Allocations 

1. Go to Allocate and select one of the following: 
   • Allocate All Transactions: This lets you allocate all pre-recorded Purchase Payments/ Supplier Credit Notes against any Purchase Invoices/Supplier Debit Journals that are already posted to the Supplier account. This option could be used when the Purchase Payments were recorded through Quick Sales Entry screen and could be allocated at a later stage. This could also be used when recording a payment against multiple invoices and allocating them at the same time. Fully allocated transactions will then update in the system and disappear from this grid.
   • Allocate Due Transactions: This lets you allocate any payments against invoices that are marked as 'Due'. Any other transactions can be allocated manually or through the 'Allocate All' Transactions option.
   • Filtered Transactions
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2. next you must select from the dropdowns that appear (Invoices available, other equally signed transactions, and Payments). If there aren’t sufficient Payment and Credit Notes, a Payment for the Balance on the Account will be automatically created. Take care not to accidentally create an unintended Payment.
3. Click Process.

Option Three: Processing Payments & Allocations 

Click Pay to pay outstanding transactions or chosen transactions. The pay function creates allocations. Select one of the following:

• All Transactions: This function could be used if you want to record a Purchase Payment and allocate all transactions at the same time. Once you click on Pay All Transactions option the system will allocate all transactions and will populate an amount in the Payment Amt filed. After this you can process Purchase Payment to your supplier's account and the payment transaction will be posted. 
• Due Transactions: This function could be used if you want to record a Purchase Payment for all Due transactions and allocate them at the same time. Once you click on Pay Due Transactions option, the system will allocate all transactions that are marked as Due and will populate an amount in the Payment Amt filed. After this you can process Purchase Payment to your supplier's account.
• Filtered Transactions

Processing Foreign Currency Payments

You can pay a Foreign Currency amount from either a Foreign or Base Currency Bank Account. You must have established and set up Foreign Currency Bank Account facilities (for each Currency) with your Bank(s) and have set up such equivalent Bank Accounts in this system.

To access your Supplier’s bank details, go to Purchases > Suppliers. Click on their number in the grid to open the Supplier Account Master Record. In the Account Details tab, find the Currency Code and Bank Account GL Account Code along with their currencies.

Foreign Currency Purchase Payments & Allocations

The foreign currency version of the Purchase Payments & Allocations screen opens if the Supplier Bank Account payee Currency and Supplier Base Currency are the same, but your company’s Base Currency is different.

1. Enter the relevant Foreign Currency Supplier and date of the Foreign Currency Payment.
2. In Payment Amt, enter the amount paid.
3. Enter any adjustments to the displayed Exchange Rate. This generates the Base Currency Amount (greyed out). If the adjustment is more than 10% of the original displayed rate, then this will give rise to an error when you click Process. To rectify this, change the exchange rate in the Currency table.
4. In this example, there are no Bank Charges. The amount in the Amount Withdrawn field is the same as in the Payment Amt field. 
5. Enter the BI Code if required, an optional Description, and finally a Cheque or Reference No.

What should I do if I don't maintain Foreign Currency Bank Accounts?

In this case, you pay a Foreign Currency Amount from your Base Currency Bank Account. There will almost certainly be Bank Charges. The Amount Withdrawn is the amount in Base Currency you were charged for the Foreign Currency payment excluding Bank Charges. The Amount Withdrawn plus Bank Charges are used to calculate the Rate of Exchange. This is the Bank Rate of Exchange and will differ from that in the Currency Table. This results in General Ledger Posting for FX Gains or Losses when you allocate the Payment to the Invoices.
 

In unusual circumstances, however, it is possible to pay a Foreign Currency Supplier (Vendor) from a Bank Account whose Currency is neither that of the Supplier (Vendor) nor the Base Currency. In this example, US$ is paid out of a Euro Bank Account:
 

The Amount Withdrawn is the Euro equivalent of the US$ amount and is used to calculate the Base Currency amount using the Rate of Exchange on the Currency Table.

See:

How do I Manage my Company Bank Accounts and Credit Cards?‍ 

How do the Multi-Currency Features of the System Work?‍ 

Walkthrough Tutorials, Filtering, and Grid Options

Walkthrough tutorials

To view other Payment and Allocation facilities, click Show Me. This opens step-by-step walkthroughs.
 

Create a payment on account: Select this to create a Payment using a simple step-by-step approach by filling in the data in the entry window and clicking Next Step to continue.
 

Allocate Transactions: This allows you to make an allocation using, again, a simple step-by-step wizard. The list of Invoices available, other equally signed transactions, and Payments appear in respective dropdowns.
 

Currency Triangulation: Here you can complete details in the wizard followed by the step-by-step guide to populate the data into the original screen.
 

Filtering

You can use the filters in the column headers to find specific transactions or you can sort by a column heading. Click Create Filter to filter your transactions.

• Click the Blue field to select a field. 
• Click the Green field to select an Operator which will then request a value or another field. 
• Click Plus to add another filter.
• Click X to remove a filter. 

Grid Options 

This allows you to add and remove Columns from the grid display. 

• Customise Grid: This is the option to use if you want to customise the grid in the main part of the Customer screen. You can drag and drop options available if you want to add or remove columns in the grid. Any changes made should be saved through the Save Grid Customisations option.
• Reset Grid Customisation: This option should be used if you want to reset the grid to its original view.

See:

How do I Navigate the General Features and Facilities of the System?‍ 

How do I Use & Customise the Transaction Browser?‍ 

How do I Process Discounts, Refunds, and Rebates in the Purchasing System?‍ 

How Do I Amend, Cancel or Delete Transactions?‍