Vendor Payment is the fifth drop-down in the Data Entry - Accounts Payable Menu. A Vendor Payment is a payment of monies, and is used to make adjustments to Vendor balances.
The External Reference (Ext Ref.) number is the Vendor Payment Number, once entered the remaining fields will automatically populate with the Vendor details and amount due. If there are no Bank Charges or discounts, then simply green tick to process the payment.
This area is used to display extra information about the current entry. It should be pointed out that you may only view information here and not alter it.
Click on the Information Tabs to select the details you would like displayed. The Information Tabs change automatically for the different transactions being viewed.
This Tab displays details about the Vendor ie Total Due displayed by the relevant terms, Credit Remaining and Warning Message.
This lists the details of when the transaction was entered, posted and by whom. This Tab also displays the total value of the allocation.
This Tab displays linked data records when there has been an allocation.
This displays the General Ledger details for the account entered in the current invoice.
This tab displays the last 20 transactions. By selecting a historical transaction and then right mouse click you can: Copy Transaction, Copy Lines, Open In Inquiry.
Normally any error information is displayed under the controls Tab. However, the information displayed there is concise and any additional information on an error in a transaction is displayed under this Error Code tab. This is especially useful when there are multiple errors within the one transaction.
Standing Transactions are used to set up recurring transactions and controls how often the record is to be created for each period. An example is a Direct Debit for a payment of an Invoice.
A standing transaction must be given a start date and a finish date.
Bank Charges are incurred with overseas bank accounts.
If bank Charges are to be entered the user must select the checkbox.
The information bar along the bottom provides for easy checking of the critical details of a transaction.
When the Out of Balance is 0.00, the Save button will activate in the top tool bar. A blue arrow will also be displayed which denotes next record.
The transaction can be saved by -
• Clicking on the green tick.
• Clicking on the blue arrow.
• Hitting the ENTER key on the keypad.
A new Data Entry screen will appear once the Money Receipt is saved. The system automatically checks that each transaction entry is complete and balanced before allowing to save.
The Out of Balance total must be 0.00 as seen above before the Save button will activate and the transaction can be saved. SapphireOne checks that each transaction entry is complete and balanced before allowing any saving operation.
To Set up Rules Level Organisational Chart:
Go to Mode drop-down menu in the top left corner.
In the top tool bar under Controls select
Click on the Add Level or Remove Level and DONE when finished.
To name the respective Tag headings:
Go to Mode drop-down menu in the top left corner.
In the top tool bar under Controls select Master Defaults.
In the Posting section insert in the sections provided below.
Once you have Green ticked the Client Receipt, you will be directed to the Open Item Clients screen. This screen allows the allocation to another transaction of the Client.
Manually select the Client Invoice to allocate by clicking anywhere on the line. If the balances are equal and no discount applied, Green Tick to process.
Transaction - contains details about the Client and the amount to be allocated in Amount and Remainder fields.
Allocation Lines - displays transactions for the Client and the ones that are available for allocation. This may change with a selection made from the activity area.
The drop-down menu to the right has two options- Display All and Discount (previously applied).
By default, the system is set at All. If the Discount option is selected, only the current discounts will be displayed.
Flags are displayed here i.e. D = Discount, H = Hold.
Activity - manages discounts.
This is the first drop-down menu which manages the manner in which the allocation is applied to the transactions.
|Bottom Up:||This spreads the transaction to be allocated from the Bottom Transaction Upwards fully allocating until there is no more to allocate.|
|Top Down:||This spreads the transaction to be allocated from the Top Transaction Downwards fully allocating until there is no more to allocate.|
|Same Amount:||This searches for transaction of the same Value.|
|Same Internal Reference:||This searches for transactions with the same Internal Reference Nº.|
|Run No:||This allows you to search for transactions by the Run Number. A dialog screen will then ask you to enter the run number.|
The second drop-down menu enables you to Look At the currently selected transaction.
|Transaction:||This allows you to look at the CI of the selected transaction which is being allocated.|
|Source:||This allows you to look at the SCI of the selected transaction which is being allocated.|
The third drop-down menu Display provides you with the ability to display records based on predefined criteria.
|Still to be Allocated:||This will display only Transactions that still have Allocations to be made to them.|
|Run No:||This allows you to search for and display Transactions by the Run Number. A dialog screen will allow you to enter the run number.|
|Remove Hold Records:||This removes from the currently displayed screen Transactions that have a Hold status on them. It does NOT remove the hold status from any of the Transactions.|
|Load To Top/O:||This brings up the Query editor so you may perform a detailed search and find the transaction or transactions that you are looking for.|
|Client/Vendor ID:||This brings up Client/Vendor ID query box so you can search by either.|
|Orders:||Loads orders for the vendor that need allocation.|
The fourth drop-down menu Actions enables you to perform certain Actions.
|Reload:||This will reset the window to how it was when you first entered it.|
This allows you to split a transaction into two parts and is used for cases such as retentions.
Split: allows the creation of retention retained records.
I.e. the transaction is split in two with the second part being a retention record. The split may be entered as a dollar amount or as a percentage.
|Retrieve:||This allows a transaction to be brought back to the current list even if it has been 100% allocated and transferred to History.|
|Hold/Release:||This allows Transactions to be placed on hold or released from hold. This changes the Transaction status.|
You MUST select and highlight the required line and from there you have two options.
Once the line is selected and highlighted, the full amount for the transaction will be immediately allocated.
- this displays an Allocation pop-up screen which allows you to type in the amount you are allocating.
In both cases if the amount remaining is less than the amount to be allocated, only the remaining balance will be allocated to the transaction.
Prompt Payment Discount - if this is selected on an invoice, the system will automatically apply the discount if payment is made in full within the specified time frame.
If overdue, the system does not apply the discount and would require you to select the checkbox in the Allocation screen above to override the system and apply the discount. The full discount will then be taken and allocated to the record concerned.
If there is a Credit Memo the Invoice should be recreated for the correct amount and the discount would be applied.
Selecting in the Allocation screen will always override the Prompt Payment Discount settings established in the invoice for this transaction only.
Selecting the checkbox in the Activity area will cause SapphireOne to take the discount for all the transactions processed during this allocation run.
Care must be exercised when overriding the discounts. When a transaction is partially allocated SapphireOne will apply the discount to the entire transaction and this may not be what the user wants.
Line Summary - displays details of the current line that is highlighted.
All of the field headings in these two areas may be re-named by going to: Utilities \ Controls \ Change Names
There is a available enabling you to quickly view and alter all actions currently in the system. This may be found under the Inquiries Pallet on the main toolbar.
It has been placed there as it is quickly available from all areas in the program. Items from the pallet menu open in addition to the function you already have opened. The Inquiries Icon for the Pallet may be seen to the right.
In SapphireOne Utilities mode, Workflow rules can be set-up that require approvals from certain users or groups. This ensures consistency and control throughout your company with clearly defined, system-guided processes.
Users those are allowed to approve work flow actions there will be icon displayed at the right-hand end of the tool bar as seen in this screenshot to the right. When they click on this icon the system will display a pop up with the message as seen below which will indicate how many work flow transactions that there are requiring their attention for processing.
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