This tab provides general information on a bank payment: bank accounts of parties of the transaction, basis document, amount, applicable taxes, date, and so forth.
If you are manually creating this document, make sure that in the Transaction Type field the To Supplier option is selected—this will make the fields that are appropriate for this transaction type available.
On this tab, the following fields are required: Supplier, Cash Flow Item, Amount, Entity, and Bank Account.
The "Bank Payment (create)" form. The Main tab
In the Supplier field, specify the company that supplies goods or services. Select the supplier from the Companies list.
In the optional Supplier Bank Account field, select the bank account of the supplier to which the funds will be sent.
In the Cash Flow Item field, specify the cash flow item to enable further analysis of the cash flows.
<Auto> in the Number field indicates that a number to this document will be assigned automatically when you save the document.
The From field is populated automatically with the current business date. You can select another date, if necessary.
In the Entity field, select an entity of your company for which this document is being prepared. The Entity field is available if the Multi-Company Accounting option is selected on the following form: Administration > Settings> General Settings. You can select your personal default entity to appear in documents that you create; for this, refer to Personal Settings. If you have not selected your default entity, the entity defined first will be used as the system default value.
The Amount field shows the total amount to be paid from the entity's bank account. The default currency of the amount is the currency of the bank account from which the payment is issued. The effective exchange rate for the currency with respect to the national currency is shown to the right of the field.
The Basis field is auto-populated if this bank payment was created on the basis of a document of the following types: Purchase Order, Invoice Received, Additional Expenses, Proforma Invoice Received, Money Payment (Plan), or Cheque Issued. Also, a project can be used as the base for creating a Cash Payment. If needed, you can manually select the basis document from the list of supplier documents (for this, click Show all from the drop-down list). Once the basis document is selected, the data is copied to this bank payment. If, after you edited the document, you want to cancel the edits, click the Fill in button – the details from the basis document will be copied to the payment.
The Cheque field Is populated with the cheque number if the payment is based on the cleared cheque issued to the supplier.
The Bank Account field is populated with the default bank account of the selected entity, however, you can select another bank account of the entity if needed.
Note. Taxation settings for the document depends on the entity's country of tax registration.
In the Taxation field, select one of the following options:
- VAT Applied: If VAT is applicable to the payment (as in case of advance payment to supplier).
- Out of Scope: If the outgoing payment is not taxable.
- Import: If the payment is related to import.
In the Comment text box, you can specify some additional information about this document.
If the payment is an advance payment to the supplier, then at the bottom of the form, the Generate Tax Invoice button and the fields for the reference number and date of an invoice received from the supplier appears.
Other information
The reconciliation status of the document appears in the left lower corner of the form if the Bank Statement Reconciliations option is selected on the Administration > Settings > Money form and the Reconcile Bank Statements option is selected in the bank account's master record. For a new document, the default status is Unmatched; after the Bank Reconciliation document (in which this payment was matched to a bank transaction) was posted, reconciliation status may change to Partly Matched or Matched.
For documents with the Partly Matched or Matched reconciliation status, the Unmatch button appears to the right of status so that you can click it to undo matching of this document to a bank transaction.
Also at the bottom of the form, you can view who created this document and the current status of the document; it can be one of the following:
- New (document was created, but not recorded to the database)
- Not Posted (document was recorded, but not posted)
- Posted (document was posted)
- Marked for Deletion (document was marked to be deleted)
The toolbar buttons
After entering some data on the tab, click the Save button to save your work. After filling out all the tabs, click Post to save and post the document without closing it or Post and close to save, post, and close the document.
For the payment, you can generate a document of one of the following types:
- Tax Invoice Received: To register the recoverable VAT if the payment is an advance to supplier.
The Document Settings button is available if the Apply Bank Charges is selected on the Bank Charges tab, the Bank Statement Reconciliation option is selected on the Administration > Settings > Money form, and the Reconcile Bank Statements option is selected for the bank account.
The Document Settings dialog box
You can select how this Bank Payment will be presented in a Bank Reconciliation document:
- With the Total Amount
- With the Net amount
- With two amounts: amount of bank changes and net amount
Click Cancel to dismiss the changes and close the dialog box. Click OK to save your changes and Keep Choice to make the currently selected option the default option and close the dialog box.
For descriptions of other tab toolbar buttons, see Document Toolbar.