ERP Payables: Pay all invoices or Select invoices to pay

You can approve all invoices to pay on due date, or you can individually select specific invoices for a Supplier that may need to be paid now.

Introduction

Manage / Pay Accounts

Pay All Approved Invoices

Pay Selected Invoices

Further payment on the same day


Introduction

In your Payables system, you can pay all invoices that are due by a selected date, such as 20th of the month, or you can select individual invoices that you wish to pay.

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Manage / Pay Accounts

  • Go to Payables > Manage / Pay Accounts.
  • Select the Due date required.
  • Select the Company whose invoices you wish to pay.
  • Now you can approve and pay all invoices, or select individual invoices that you wish to approve and pay for a Supplier.

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Pay All Approved Invoices

To approve and pay all invoices that are ready to be paid:


All the Suppliers with invoices that are ready to pay for the selected due date and Company will be displayed in the lower section of the screen.



You can now proceed to approve and pay all Suppliers with the amounts displayed.

  • Click Approve all in list.
  • Click Pay all in list.

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Pay Selected Invoices

Where you wish to pay selected invoices for a Supplier, you can now click on the Supplier in the list to display a new screen with all due invoices for that Supplier.

 

If you are looking for a particular Supplier, you can also search for that Supplier to make it easier to find.

 

  • Now you can double click on a Supplier to drill down to the individual invoices for that Supplier.

This will take you to the next screen where there are two tabs:

  1. Due transactions;

and; 

2.   Not due transactions (due later).

    • The Due transactions tab displays all invoices for your selected Supplier that are due for payment up to the date you selected on the previous screen. These can be selected individually for payment and approval.
    • The Not due transactions (due later) tab allows you to view invoices that may be due after the due date that you selected for the previous screen. These may not be selected to pay and are displayed only.

The Due transactions tab is the default view.

All invoices for the Supplier will be checked as ready to pay if this is the first time you have been into this record. 

 

Refer to the note below on making a further payment on the same day.

 

  • You can select or de-select any invoices to approve and pay by checking the Select box for that line.

The amount selected for payment will be displayed on the left of the screen.
  • Click Approve selected and close.

 

This returns you to the previous screen.

 

Now you can pay the selected invoices for this Supplier, and any other Suppliers that are in the display list as due for payment.

If you wish to pay this Supplier only, please select that Supplier in the search criteria, so only that Supplier is displayed in the display list.

  • Click Pay all in list
On the Confirm Pay (Create Cash Book Transactions) dialogue:
  • Click Yes.

 

This will create the Cashbook transactions, where you can see that the payment has been made for only the invoice/s that you have selected to pay.

 

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Further payment on the same day

 

NOTE: The cashbook transaction will be posted back to the Payable account when the banking is imported the next day. This will update the Payable account that the paid invoices have actually been paid.

If you go back to Manage / Pay invoices before the bank transactions have been imported, and click Approve all in list, you will see a warning that some items have already been paid. In that case, you should go into the Supplier line where you paid some of their invoices, and de-select those that have been paid already.

This will only occur if you wish to process multiple payment batches on the same day.

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Last updated: 25 May 2022.