Money Payment

Accounts Payables – Money Payment

Money Payment Overview

The Money Payment screen is the first drop-down in the Accounts Payables ‘Data Entry’ menu. The Money Payment data-entry screen can be used when Vendor details are not required or available for entry into the transaction. This allows the user to process paid income directly to the Order or Receipt number.

Money Payment does not have provision for the entry of any Vendor information – only Order and Receipt numbers are entered within this data entry screen.

Selection of the relevant Bank account will determine what type of payment is used. For example, Cheque, Credit Card or Cash accounts which are set up in the General Ledger.

Things to note before entering a Money Payment:

  • The Money Payment data entry screen is very similar to the Money Receipt function in Accounts Receivables. 
  • Any data entry field that has a light blue background is a “user searchable” linked field. Use the Wildcard characters (@ or ?) and (Command for Mac or Control for Windows) keys to bring up a list of Vendor or Account details.
  • Any field name that is underlined denotes a pop-up selection box.
  • SapphireOne performs a considerable amount of error checking before you can save the transaction. The transaction must not be Out of Balance and signifies the transaction has been entered correctly.

There are five main areas of the Money Payment screen

1. Transaction Area

How to enter details in the Transaction area

There are no Vendor details for a Money Payment so we immediately start with entering the Invoice number as seen below.

  1. Invoice No. – Enter the Invoice Number (External Reference Number in lists).
  2. Payment No. – This number is entered automatically by the system. This may be altered by the user if required. (Internal Reference number in lists).
  3. Date In – SapphireOne will automatically enter in today’s date . To select an alternative date, click on the underlined ‘Date In’ for a pop-up calendar or manually type in the date.
  4. Period – SapphireOne will automatically enter in the current Period or the Period relating to the manual Date you entered.
    • To select a different period, click on the underlined Period for a pop-up period list. 
    • Some Periods may not appear on the list as they may be locked (i.e. Transactions for the period are complete).
  5. Total – Enter the Total Cost of the transaction including Tax. If the Vendor is dealing in a foreign currency, the appropriate currency and tax will automatically be displayed. These are set up in the Vendor’s Master File.
  6. Paid From – The default General Ledger bank account will automatically be displayed. To select an alternative bank account, type in the code or use the Use the Wildcard [( @ or ? ) and TAB ] option for a list of other bank accounts.
  7. Payee – A text field to enter any payee details.
  8. Memo – Enter any data.
  9. Payment Finalised – Tick if a payment of cash has been processed for this transaction.
  10. Document Paperclip – Scan and attach any documents relating to the Money Payment.
Click here to see how to attach documents to the transaction using the paper clip:
    • Click on the red paper clip in the top right side of the Transactions area to attach the first document. A pop up document List will be displayed.
    • From the pop up Document List select the green (+) button to add a document. Navigate to the documents location on your computer and select it by clicking on the Open button down the bottom of the screen.
    • Then click on the green tick on the main toolbar to attach the document. The paperclip will turn green indicating that there is now a document attached.
    • If  the paper clip is green document/s have already been attached to the transaction. To add more documents click on the green paperclip and follow the exact same procedure as above to attach additional document/s. Remember to save the document list each time by selecting the green tick on the main toolbar.
    • To delete a record or document, click on the Green paperclip, then select/highlight the document to be removed and select the  Minus (-) button. A pop up will ask for confirmation of the deletion. Green tick on the main toolbar out when you are done.

2. Information Tab Area

The Information Tab area is used to display extra information about the current entry. You have the ability to view the information here, 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. 

The five Information Tabs for this type of transaction are:

  • Bank – This tab displays details about the Bank account that has been selected.
  • Controls – This tab lists the details of when the transaction was entered, created, posted and by whom. It shows the % that has been allocated, if it has been modified and by whom, and any errors and discounts used.
  • GL – This tab displays the General Ledger details for the account entered in the receipt.
  • Transaction – This tab displays the last 20 transactions. 
  • Error Code – Error information is displayed under the Controls Tab. Additional information on an error in a transaction is displayed under this Error Code tab. This is linked to the relevant documentation. This is especially useful when there are multiple errors within the one transaction. For example, a WF error is Workflow error.

3. Standing Transactions Area

Standing Transactions are used to set up recurring transactions and controls how often the transaction is to be created for each period.
A standing transaction is usually given a start date and a finish date.

Click here to see how to set up Standing Transactions:
  1. Scheduled – You may select Monthly, 30 Days, Fortnightly, Weekly, Yearly, Other or None. By default, the system will not set any dates. These must be entered by the user. If you select ‘Other’ you will be asked to specify the period in days.
  2. Start/Next Date – The date in field at the top is the Start date. Once you select the frequency from the Scheduled drop-down menu, the system automatically creates the next date of your scheduling. You can also manually enter in a date by clicking on the Start/Next Date.
  3. Stop Date – A pop-up calendar will appear automatically for you to enter in a Stop date as required. You can also manually enter in a date by clicking on the Stop Date.

Standing Transactions will only be created if the previous periods Standing Transactions have been posted.

If the Stop Date is set as 00/00/00 the standing transaction will continue to be automatically created by the system until the user deletes it.

4. Destination Area

The Destination Area is where the lines that go to make up this transaction are entered and if necessary at a later date modified. (Before Posting).

The quickest and easiest method of entering a line is with the keyboard shortcut Command forward slash (/). The system will place the cursor in the Account ID data entry field ready for the entry of a new line.

Lines may be also added to this area by clicking on the green Plus (+) to add a new line, and Minus (-) to delete the currently selected record.

How to enter details in the Destination area

  1. Account  – Account is a linked field and the User can use the Wildcard [( @ or ? ) and TAB ] option to search for the Account ID.
  2. Account Name – Once the Account ID is selected, the system will automatically populate this field with the account name.
  3. Net Amount – Type in the Net Amount. This is the amount minus tax or TAB though and enter in Total Amount. The system will either forward or reverse calculate the Net or Total amount as last entered. It will also automatically calculate the tax to be applied.
  4. Tax Code – Use the Wildcard [( @ or ? ) and TAB ] options to search for the appropriate Tax Code or accept the default code. % field will automatically populate with the appropriate tax percentage based on the tax code selected and under normal circumstances this should NOT be altered. . If you would like to change the tax code, simply over-type it. The Tax Codes are set up on a Company by Company basis and may be viewed or set up by going to:
    • Go to Mode drop-down menu in the top left corner.
    • Select ‘Utilities’.
    • In the top tool bar under Controls select ‘Company’.
    • Click on the company you would like to set up the tax code.
    • Go to Page drop-down menu in the top left corner.
    • Select ‘Periods & Taxes’ to set up the Tax Codes.
  5. Amount – The system will automatically populate this field with the appropriate tax amount based on the tax amount selected.
  6. Total – If the User has entered in the Net Amount, the system will automatically populate this field of the total amount based on the amount and tax amount.
  7. Project – Is a linked field and the User can use the Wildcard [ (@ or ? ) and TAB ] option to search for the Project ID. A retention can be set by the project, which will automatically apply a retention. The percentage retained is displayed, and this may be altered on an invoice by invoice basis if required. If retention’s are enabled in master defaults.
  8. Project Name – Once the Project ID is selected, the system will automatically populate this field with the Project Name.
  9. Notes – Any additional information relating to each transaction line can be inserted here.
  10. Transaction List – All of the lines in the transaction are displayed here. It is a convenient list which displays only the basic details of each transaction. You cannot edit from this list. To view or modify any line in this Line Listing area- select the line, the details will then be displayed for you to view or modify in the other relevant areas.

5. Transaction Footer Area

The Transaction Footer is the information bar along the bottom of the screen, and allows for easy checking of the critical details of a transaction.

This includes information such as:

  • Sequence – The system automatically generates a sequence number.
  • Batch – The system automatically generates the batch total. This is the total of all the client invoice that have been entered at any given time.
  • Out of Balance – The system automatically generates the Out of Balance Total. For this type of transaction the Out of Balance amount must be 0.00 to enable the saving of a record.
  • Rules Level – This is a linked field. The User can click on the Rules Level and a pop-up Organisation Chart will appear. Select the Level you would like to apply and hit OK.
  • Tag – A drop-down menu allows the User to mark this Money Payment with a tag.
Click here to see how to Create, Delete or Manage Tags:
  • Note that a tag of HOLD is hardwired into the system. When it is selected the transaction may not be posted until the tag status of HOLD is removed or altered to something other than HOLD.
  • Many of the tag headings are user configurable. All of the items in the tag drop down lists may be created by the user.
  • To add in a new tag to the list simply type it in and move the focus away, (tab away). The system will ask if you want to add the new tag to the list.
  • To remove a tag, select it, then re-select it while holding the Control or Command key down. You will be asked if you want to remove it from the list.

How to save a Money Payment

It is important to note that the Out of Balance must always equal to 0.00 before the transaction can be saved.

SapphireOne checks that each transaction entry is complete and balanced before allowing any saving operation. When the Out of Balance is 0.00, the Save button will activate in the top tool bar, and a Blue Arrow will also be displayed which denotes the next record.

You can save your Money Payment by:

  • Clicking on the green tick, saving the current transaction and returns the user to the list.
  • Clicking on the blue arrow, saving the current transaction and opens up a new money payment ready for data entry.
  • Hitting the ENTER key on the keypad, saving the current transaction and returns the user to the list.

Watch how to enter a Money Payment in SapphireOne

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