If you have access to Supplier Payments in Back-office, you will be able to allocate payments, refunds and journals to supplier invoices and/ or journals.
NOTE: If you have captured the supplier invoice on the system and would like to know how to post/ capture the supplier payment, click on the following link: How do I select which supplier invoices I am paying? If you have NOT captured the supplier invoice on the system and would like to know how to post/ capture a supplier payment, click on the following link: How do I post a Supplier lumpsum payment?
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STEPS:
1. In Advantage Back-office, click the left sidebar menu.
2. Open the Suppliers menu.
3. Click on Supplier Payments.
4. Click on the filter button in the navigation bar:
NOTE: Only suppliers with a CREDIT balance (your business owes them) will appear in the filter list. Suppliers with a 0.00 balance or a DEBIT balance (they owe you) will not appear in the filter list, and therefore you will not be able to perform payment or jou allocations for the supplier.
It is only when the supplier account has a CREDIT balance, that the supplier becomes "available" for allocations.
NOTE: To learn how to post a payment to a supplier account which has a 0.00 balance or a DEBIT balance (they owe you), click on the following link: How do I post a Supplier lumpsum payment?
5. Type a part of the Supplier name, supplier ID or Supplier number in the search field:
6. Press "Enter" on your keyboard.
7. Select the supplier by clicking on it:
8. The chosen supplier transactions will be displayed.
9. Go to the Allocate Payment tab.
NOTE: The ageing blocks are displayed at the bottom of the screen.
- Use your mouse to hover over each block, and a pop-up will appear with the period description:- To see the specific transactions outstanding for a period, click on the period. The period's block will turn yellow, and the transactions will be displayed in the grid:
11. Select all the transactions you would like to allocate (this includes Supplier Payments, Refunds, Journals and Supplier Invoices) by ticking the "Pay" checkbox in front of the transaction:
12. Press "Tab" on your keyboard.
NOTE: If only a partial allocation must be made, follow these steps:
- highlight the amount (in the "To Pay" column) for the specific transaction:- type the amount that was paid or that must be allocated:
- Press "Tab" on your keyboard.
13. Make sure that the Payment Amount is 0.00:
14. Go to the Post Payment tab.
15. Select a Payment method.
16. If required, select a Bank Account.
17. Select the Accounting Period.
NOTE: It is very important that the Accounting Period agrees with the Date Paid for the purpose of generating the reports.18. Select a Date Paid.
19. Enter ALLOCATION in the Comment field.
20. Only the following 2 checkboxes must be ticked:
- Post as SINGLE Payment Amount
- Allow ZERO Payment Amount
21. Click on the Post button.
22. A system message will appear: Confirm posting Supplier Payment?
23. Click on Yes.
24. A system message will appear: Payment save successful.
25. Click on OK.