How To: Create Payments

The method used to enter payments from customers and to suppliers onto the system is the same.

1. Either:
   • Open a Customer screen (show me how). or
   • Open a Supplier screen (show me how).
2. Using the filters at the top of the screen, load the required customer (or supplier) record.
3. Open the [ Customer/Supplier | Detail | Statement ] tab.
4. Right-click on the 'Allocate From (Credit Notes, Payments)' grid, found in the top-right section of the statement tab.
   Note: if you green-select the invoice(s) to be paid in the lower Allocate To grid and create a new payment the system will enter the amount in the New Payment Dialog.
5. Select 'New Payment' from the right-click context menu.
6. The New Payment Dialog is used to collect information for the new payment. Fill in the New Payment dialog, as described below:

   Payment Type is for reference purposes and can be viewed from the bank account section of the Accounts screen.

   Note: if paying by credit card see the section below.

   Currency: this drop-down allows users to specify which currency the payment is being made in.

   Bank: this drop-down lists bank accounts alphanumerically, based on nominal codes. It allows users to specify which bank account the payment will be going into or out of.

   Payment Date: date payment is made.

   Code (Optional): free-text reference that, again, can be seen from the bank account section - it could be a cheque or BACS reference, or could be left blank.

   Sort Code (Optional): customer's account details.

   Account Number (Optional): customer's account details.

   Payment Amount: payment value.

   Charge: a bank charge or transaction charge on the payment being made. This is a Base Currency amount which will post a journal to a selected nominal account and the bank account selected above.

   Note: The 'exchange rates' button allows the current exchange rate to be changed before the payment is posted.

7. Click on 'OK' to add the payment to the system.

The newly entered payment can then be allocated to the unpaid invoice(s).

Notes:

1. The 'Delete Payment' option on the context menu may be used to remove the payment; this will automatically cancel any allocations made to invoices.
2. If payments are not allocated to invoices, these invoices will show in the ledger summary as not having been paid (in red text).

Credit Card Payments

If the Payment Type is credit card:

1. Click on the button.
2. The New Payment dialog expands to the right to allow the user to enter the credit card details:
3. # Click on the button.
4. In the Confirm popup click yes to create a new credit card.
5. Enter the credit card number.
   Note: When viewing previously entered card details, only the last four digits of the card number are displayed; the other characters are asterisked out.
6. Tab to the Expiry field.
7. Enter the Expiry date from the credit card.
8. Tab to the CSC field and enter the 3 digit number on the signature strip on the back of the card.

Authorising the Credit Card

Once the payment has been created and the user clicks on OK in the New Payment dialog, the credit card line in the Allocate From grid will be light orange indicating that it requires authorisation:

1. Focus on the credit card payment to be authorised.
2. Right click and from the context menu select Credit Card. The following options are available:

   Authorise (Online): contacts third party authorisation software.

   Manual Auth Code: allows the user to manually enter the auth code.

   Accept Authorisation: used if the authorisation has produced an error.

   Reject Authorisation: allows the user to reject the authorisation of the credit card.

Notes:

1. As the user enters the Number, Expiry Date and CSC the information area will display a red cross if any of the details are missing or incorrect and a green tick if the information is in the correct format.
2. If the cardholder wishes to use a different address then the user can double click on the Addr field and select another address from those listed.

See Also

• Accounts overview
• Customer/Supplier screen