/ Help & Support

Recording outgoing payments

The Checks and Payments module allows you to record payments to vendors. It also allows you to record cash outflows, such as employee loans or credit card payments.

Recording outgoing payments

To record an outgoing payment,

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 AccountPay toAmountPayment 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.

Settling Accounts Payable

To settle an accounts payable,

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.

Recording outgoing cash to ledger accounts

To record outgoing cash to a ledger account,

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.

Uploading and attaching files

To upload and attach any supporting files,

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.

Once we complete the income receipt, click Save.

Applying Vendor Advances

If we’ve recorded vendor advances, these will be available to apply to expenses or purchase invoices recorded for that vendor.

To apply a vendor advance to a purchase,

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

To view the available actions,

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.