VT Transaction+

There is a fast way of paying invoices already entered that does not involve entering any amount again. This method automatically allocates the payment to the invoices. The method is principally intended for entries in the customer and supplier ledgers but also works on any balance sheet account:

1.Display the customer or supplier’s account by clicking on CU or SU buttons on the main toolbar:

2.With the mouse, click on one or more invoices to be paid (do not click on any part of a line shown in blue as this will go to another report). You can mix invoices and credits or any other entry.

3.Special payment (PAY) or receipt (REC) buttons will appear on the toolbar just above the entries. Click on the appropriate button. This will display a payment dialog.

Screenshot of an account showing the special payment buttons that appear when you select one or more entries

4.Enter the date of the payment. The amount will already be entered for you.

Note: If you are making a part payment or taking a prompt payment discount, overwrite the amount with the reduced amount. In either case, select the Part payment option that appears. For prompt payment discounts, do not select the Discount option, instead follow the steps in Prompt payment discounts.

5.If you are paying in cheques from several customers on one banking (and this is not the first one), select the Add to previous general receipt option.

6.If you want to print or email a remittance advice, tick the Show remittance advice options check box. To email the remittance advice, select Email.

7.Click the Save button or press the Enter key, or Save & Print if you want to print or create a PDF file of a remittance advice.

8.To display or print a list of the payments included on the same paying-in slip, click on the last transaction entered caption at the bottom right of the company status bar.

Notes:

•You can enter customer and supplier payments using the buttons on the main toolbar, but then the invoices will not be matched off against the payment and will still appear as outstanding.

•If you are operating VAT cash accounting, invoices are only included in the VAT return when they are allocated to a payment.

If you have entered the payment of invoices by using the buttons on the main toolbar, you need to manually allocate the payment or receipt to the invoices as follows:

1.Display the customer or supplier’s account by clicking on CU or SU buttons on the main toolbar:

2.With the mouse, click on the invoices and the payment to be allocated (do not click on any part of a line shown in blue as this will go to another report).

3.Click on the Contra button (¢) that appears on the toolbar just above the entries (this button only appears if the entries add up to zero, otherwise a § symbol is shown).

Screenshot of an account showing the Contra button

Enter a part payment using the method described in Enter customer and supplier payments (automatically allocated to invoices) or using the REC or PAY buttons on the main toolbar. If using the first method, change the amount in the Amount field in step 4. to the partial amount paid, then select the Part payment option.

If a payment has been made or received that cannot yet be allocated to invoices, it can be entered as follows:

1.Display the customer or supplier’s account by clicking on CU or SU buttons on the main toolbar:

2.Click on the black PAY, CHQ or REC buttons at the bottom of the account window:

Screenshot of the bottom of a customer or supplier’s account window showing the payment on account buttons

3.Enter the date and amount of the payment in the dialog (If VAT cash accounting is turned on (Set Up > VAT), the payment on account dialog will have a box for entering the provisional amount of VAT).

Enter the amount paid using the method described in Enter customer and supplier payments (automatically allocated to invoices) or using the REC or PAY button on the main toolbar. The discount should be accounted for separately as described in Prompt payment discounts.

If a payment involves the offset of invoices in one ledger against invoices in another, move the invoices to the same account before entering the payment. To move invoices to another account, click on them in an account enquiry and click on the Move Entries button that appears just above the entries.

Screenshot of a section of an account window showing the Move Entries button that appears when you select one or more entries

If you want to cancel a payment, choose the Delete Last Transaction command from the Edit menu.

If the account is displayed in the open entries view, the invoices paid will disappear. If you want to see them again, click on the All entries tab at the bottom of the window.

The All entries tab at the bottom of the account window