Entering an express payment does Express Payment entry creates both the expense Journal journal and the Payment Journal payment journal at the same time.
Express Payment Entry
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Go to the Expense menu,
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then click Express Payment Entry
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.
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Complete the fields in the header section:
Period - this will default to the Current period but a future period can be selected if required
Invoice Date - this will default to the current date but a date in the past or future can be entered
Supplier - choose the supplier from the Supplier dropdown list.
If the supplier is not in the list, click
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the +
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to the right of the
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Supplier field, which will allow you to create a new Supplier. Enter the
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Supplier's Surname/Business Name and Given Name in the relevant fields. Click Create
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and this new Supplier will be available
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on the list
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.
For help on editing Supplier information, see Clients
Invoice No. - enter the details from the invoice. If paying from a CMF account, this is what will appear on the statement.
If the same invoice number has already been entered for this supplier, a validation message will appear when Save or Save & New is clicked. It must be an exact match though, so be consistent when entering this data.
Amount Payable - enter the amount including GST
Payment Date - enter the date the payment was made
Bank Account - select the bank account the payment was made from (or is to be made from, if paying from your CMF account)
Payment Method - select the correct option from the drop-down list
Cheque/Ref. No. - this field requires the cheque number to be entered if the Payment Method chosen is Cheque, otherwise it is optional
Details - enter a brief description of what the expense is for
Complete the row fields as follows:
Account - select the Account you wish to allocate funds
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to
Allocate - enter the amount relevant to the account
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(including GST)
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Tax Category
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- it will default to a tax category, so check whether this is correct. Select a different code if necessary.
Tax - check that the amount of tax calculated is correct. You can amend it if necessary.
Allocation Details - if required, add further information about this expense
If the amount is to be split
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across more than one account,
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add
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rows using the New Row button until the total amount has been allocated.
If you click
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add a new row unintentionally, or over-allocate the amount,
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click on the line, which will
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be highlighted in
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orange, then click on the
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Cancel Row button to remove the line.
If you wish to delete all data in the fields on the screen and begin your entry again, click
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on Cancel.
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Add attachments (optional)
Click Select file or Attach from Library to choose the file that you wish to attach.
Navigate to where the desired file is saved, select the file, and click Open.
The file is now attached to the express payment.
Files can be viewed by clicking on the file name.
To download a file, click on the Download arrow.
To remove a file, click on the rubbish bin icon.
When the Yet to be allocated field is 0.00, click either Save or Save & New to save the data and enter a new express payment.
If the Express Payment Entry screen is incomplete when you click
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Save or Save & New, you will see
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an error message to advise of any incorrectly
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Choose the Period and enter the Invoice Date.
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Choose the Supplier from the list. If the Supplier is not in the list, click the + to the right of the suppler box. Enter the suppliers Surname/Business Name and Given Name in the relevant fields. Click Create and this new Supplier will be available in the list for the next expense entry.
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Enter the Invoice/Ref No.
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Enter the Amount Payable, including GST.
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Enter the Payment Date.
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Select the Bank Account.
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Select the Payment Method.
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Enter the Cheque/Ref No.
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Enter Details of the payment.
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Select the Account you wish to allocate funds too.
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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. (unsure if need to say that they need to tab through all the boxes in order for GST to get calculated correctly)
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If the amount is to be split into more than one account, proceed to add New Rows and repeat steps 11 and 12 until the total amount has been allocated.
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If you click Allocate unintentionally, or over allocate, you may click on the line, which will border in yellow, then click on the Unallocate button to remove the line.
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When the Yet to be Allocated field in the bottom left hand corner of the screen is $0.00, click Save to save the data or Save & New to save the data and enter in another Express Payment.
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If you wish to delete all data in the fields on the screen and begin your entry again, click on Cancel.
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If you wish to add attachments regarding the payment, once the Save button has been clicked, an Attachments section will appear at the bottom of the screen.
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Click Select File and browse for the file you wish to attach.
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You can also download a file by clicking on the Orange Download Arrow.
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entered or missing data. Correct as necessary and click
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Save or Save & New again.
After saving the Express Payment Entry, a blank Express Payment Entry screen will appear ready for a new transaction to be entered.
Note: If you choose the CMF bank account, the following Payment Methods will transfer a payment to CMF Online
BPAY
CMF Internal
EFT
Note: If the Parent is being paid via the CMF account the following Payment Method must be used.
CMF Internal
The bank details must already be set up in the Supplier record at the time of making the entry.