Bill payments

With the Bill Payments module, record the payments of Bills that have been received from a Vendor.

Payments can record payments made by check, cash, credit card or other payment method. You can create a Bill payment manually, or it may be generated right from the Bill.

Create Bill payment #

  1. Navigate to Purchases → Bill Payments.
  2. Click Create. A blank Bill Payment will display on the screen.
  3. Choose a Vendor from the drop-down list. A list of unpaid bills and un-applied purchase returns will appear in the list at the bottom in separate tabs.
  4. Choose a Remit to Address. The contact from this address will print on the Check in the Pay to the Order of area.
  5. Choose the Bills that you’d like to pay with this payment in the Bills tab by checking the checkbox next to the bill.
  6. Click the Credits tab and choose the credits to apply (if applicable). If this step is applicable, you must go back to the Bills tab and re-check the Bills you’d like to pay as checking the credits will cause the bills to be unchecked.
  7. Choose a payment Method.
  8. Adjust the Reference / Check # (optional).
  9. Click Save to save a draft or Post and Close to finish.

Generate Bill payment #

A bill payment may be generated from a bill. When done this way, all applicable of the information from the bill will be automatically filled.

  1. Navigate to Purchases → Bills.
  2. Open the Bill.
  3. Click Generate – Bill payment.
  4. Choose the payment Account and payment Method.
  5. Enter the payment Reference # / check (optional).
  6. Save the document.

Bill Payments – List View #

A list of Bill Payments can be viewed by navigating to Purchases → Bill Payments (see screenshot below).

The columns in the list show some of the information included in the Bill Payment. From the list view you can:

  • Create a new Bill Payment by clicking the Create Button.
  • Attach files by highlighting the Bill Payment and clicking the Attached Files button.
  • Print a check by clicking the Print Check button.
  • Export the Bill Payments to excel.
  • Refresh the Bill Payments list.
  • Search Bill Payments by using the Search Box.
  • Double-click the Bill Payment to open the individual Bill Payment.
  • Right click the Bill Payment to copy it.

Making Partial Payments or Over Payments #

A partial payment may also be made on a bill payment. The default amount that is populated upon the creation of the bill payment is the full amount but may be changed.

To make a partial payment, create a Bill Payment as described above and change the payment figure to the amount that will be payed. The default amount that is populated upon the creation of the bill payment is the full amount but may be changed. The remaining balance will be noted on the bill for the vendor and will also be displayed in Companies list.

To make an overpayment, enter the amount paid in the payment field. A credit balance will appear in Companies list.

Accounting #

Recording a Bill payment creates the following transactions in the General Journal:

  • Debits: Account payable
  • Credits: Payment assets account (e.g. Bank account)
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