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Entering a Payment entry creates a payment journal and will reduce the amount owing to the supplier. The Expense entry must already have been done.
If you are unsure whether to use Payment Entry or Express Payment Entry, please refer to your Conference support team.
| 1 | Go to the Expense menu, then click Payment Entry. 
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| 2 | Choose Complete the fields in the header section: - Supplier - choose the supplier from the
Supplier dropdown list. |
| 3 | Confirm the Period and Date for the entry are correct – change if necessary. |
| 4 | Select the Payment Method. - If Cash or Cheque is chosen, the Bank Account will default to the Cash Drawer account and not be editable.
- If an option other than Cash or Cheque is chosen, you will be able to choose the bank account that the amount was paid into.
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| 5 | Confirm the correct Bank Account is selected - change if necessary. (in the old documentation, it said to select it as CMF, does it need to be that?) |
| 6 | Enter the Cheque/Ref. No. |
| 7 | In the Details field, enter a brief description of what the expense is for, e.g Power, Cleaning. |
8- drop-down list. Only suppliers with unpaid expenses will show on the list.
- Period - this will default to the Current period but a future period can be selected if required
- Date - this will default to the current date but a date in the past or future can be entered
- Payment Method - select the correct option from the drop-down list
- Bank Account - select the bank account the payment was made from (or is to be made from, if paying from your CMF account)
- Cheque/Ref No. - this field requires the cheque number to be entered if the Payment Method chosen is Cheque, otherwise it is optional.
- Details - if required, enter further details about the payment
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| 3 | A list of outstanding expense entries for that payee supplier will appear. Confirm that the amounts in the Payment Amount column are what you wish to pay. 
If you do not want to pay the full amount, select Edit on the line/s you wish to adjust. Update the amount to what you wish to pay and click click Save on that line. |
| 10 | If you wish to delete all data in the fields on the screen and begin your entry again, click on Cancel. |
| 11 | 4 | Click Save & New (or click the arrow on the Save & New button to change it to Save) to save the data and enter a new payment entry.
If the Payment Entry screen is incomplete when you click Save & New, you will see an error message to advise of any incorrectly entered or missing data. Correct as necessary and click Save & New again. |
| 125 | After saving the Payment Entry, a blank Payment Entry screen will appear ready for more information to be entered.(Unsure if we need this here. Have written about it elsewhere.)Alternatively, if processing an Express Payment Entry:
In the Expense menu, select Express Payment Entry.
Choose the Period and enter the Invoice Date.
Choose the Payee from the list. Ensure that it is the payee which has the payment details entered.
Enter the Amount Payable including GST.
Enter the Invoice/Ref No. The first 18 characters that are entered in this field will appear on the supplier's bank account.
Select the appropriate Payment Method.
Enter Payment Date.
Select the Bank Acct as 'Cash Management Facility'.
Enter Details of the payment.
Click the Allocate button. This will provide a line in the grid in which you then select the expense Account you wish to allocate the cost too.
Enter the Amount relevant to the account you have chosen first (including GST). Ensure that the Tax Category is correct and the Tax Amount is equal to the GST on the tax invoice (correct the Tax Amount to match the invoice if necessary). Add any specific Allocation Details at the end of the line.
If the amount is to be split into more than one account, proceed to Allocate until the total amount has been allocated.
When the Yet to be allocated field in the bottom left hand corner of the screen is 0.00, click Next Entry to save the dataa new payment to be entered. |