Express Payment Entry

Entering an Express Payment entry creates both the expense journal and the payment journal at the same time.

1. Go to the Expense menu, then click Express Payment Entry.
   
   

   Open

   

    

2. 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 the + to the right of the Supplier field, which will allow you to create a new Supplier. Enter the Supplier's Surname/Business Name and Given Name in the relevant fields. Click Create and this new Supplier will be available on the list.

     • 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

3. Complete the row fields as follows:

   • Account - select the Account you wish to allocate funds to

   • Allocate - enter the amount relevant to the account (including GST)

   • Tax Category - 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

4. If the amount is to be split across more than one account, add rows using the New Row button until the total amount has been allocated.
   
   

   Open

   

   1. If you click add a new row unintentionally, or over-allocate the amount, click on the line, which will be highlighted in orange, then click on the Cancel Row button to remove the line.

   2. If you wish to delete all data in the fields on the screen and begin your entry again, click on Cancel. 

5. Add attachments (optional)

   1. Click Select file or Attach from Library to choose the file that you wish to attach. 

   2. Navigate to where the desired file is saved, select the file, and click Open.

   3. The file is now attached to the express payment. 

      1. Files can be viewed by clicking on the file name.

      2. To download a file, click on the Download arrow. 

      3. To remove a file, click on the rubbish bin icon.

6. 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 Save or Save & New, you will see an error message to advise of any incorrectly entered or missing data. Correct as necessary and click 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.