Recording outgoing payments

SKIP AHEAD TO

• Recording outgoing payments
• Settling accounts payable
• Recording to ledger accounts
• Uploading attachments
• Applying vendor advances
• Document Actions (Print, send, etc)

Recording an outgoing payment

1. In the main menu, go to Bank, then click on Checks and Payments.
2. In the Checks and Payments list, click on the (+) Button and then on New Payment from the options menu.
3. In the header, we choose the Account, Pay to, Amount, Payment method, and Date.
4. In the Details Section, we have 2 Tabs: Payables (AP) and Ledger Accounts.

In the Account field, we choose the Bank Account from where the funds will come from.

In the Pay to field, we choose the person or vendor receiving the funds.

Payment Method: This field sets how we’re making the payment. If we choose a check, the system will display the check number.

This check number is the next in the check number sequence for this Bank Account. We defined the opening check number in a previous lesson when creating the bank account. If you do not remember, you can rewatch the lesson on how to create bank accounts.

Payables (AP) Tab

1. Click on the + Payables (AP) button.
2. Activate the switch on the pending accounts payable to settle.
3. Close the window to return to the main screen.

Please take note that you need to choose the bank account and the payee before you can click the + Payables (AP) button and view pending accounts payable.

These accounts payable can come from purchases, petty cash expense lists, customer advances, credit notes given to customers, or loans received.

Ledger accounts tab

1. Go to the Ledger Accounts Tab.
2. Choose the ledger account, write a description, tax, and set the quantity and price.
3. if you need to include more accounts, click on the + Item button and repeat the previous step.

Ledger Account Tab: This can be used to record any transaction that does not have a source document, such as advance payment to vendors, loan repayments, among others.

Important: If we choose an Account Receivable ledger account here, as in the case of recording a loan to an employee or vendor advances, the system will automatically create an Accounts Receivable document. We’ll be able to see these in the Income Receipts and Expense and Purchase modules for future settlement.

Files Tab

1. Click on the Files Tab.
2. Click on the browse button.
3. Select the files to upload and click on Open.
4. Once done, click on Close.

These files will be attached to the document and stored in the cloud. You can view all uploaded documents by going to Tools > Files on the main menu.

Apply a vendor advance

1. In the main menu, go to Purchases, then click on Expense & Purchase.
2. In the Expense & Purchase, choose the expenses by clicking on the options menu and then on Apply Advance.
3. In the Advances and Credit Tab, choose the payment advances to apply to this expense.
4. When done, scroll to the bottom of the page and click Save.

Document’s Actions

In the Checks and Payments list, click con the Action Menu for any document.

1. Preview: Opens a printable version of the document.
2. History: Displays the transaction history log.
3. Upload File: Option to upload and attach a file.
4. Audit: Displays a list of changes made to the document.
5. Void document: Changes the document’s status to void.

Note: These actions are displayed depending on the document status.