A payment of outstanding purchase invoices can be entered as shown below and manually matched to the invoice(s). This will account for the reduction of the amount owed to the supplier and the bank payment.
(Alternatively, a faster way is to enter a supplier payment directly against the invoice(s), which is automatically matched to the invoice(s), as shown in Customer and supplier payments. This also has the advantage of being able to print or email a remittance advice document to the supplier).
1.Click on the PAY (payment) button: 
2.Select the bank account from the Bank accounts list (or click on Set up a new account if you have not yet created it) 3.Enter the details of the payment and click on Save:
Date
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Paid to
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Total
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Input VAT1
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Net1
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Date paid
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Name of the payee
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Amount paid
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No VAT is entered because any VAT will already have been entered in the purchase invoice (PIN) transaction
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Amount paid
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In the Analysis of net amount section, enter/select the following data:
Amount
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Analysis Ledger
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Analysis Account
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Entry details
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Amount paid
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Suppliers
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The supplier
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This automatically populates with the same data from the Paid to field but you can overwrite it with other information if needed, e.g., the invoice number(s) being paid.
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For example:
Payment of the invoice from the example shown earlier:
The transaction entry screen for a payment (PAY) owed to a supplier
1.If you have not ticked the VAT registered setting (Set up > VAT), the Input VAT and Net fields do not appear. |
1.Click on the Universal Input Sheet button: 
2.For each row enter/select the following data:
Type
|
Date1
|
Primary account
|
Details
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Total
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VAT
|
Analysis
|
Analysis account
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Entry details
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Transaction notes
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Double-click and select PAY.
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Enter the date paid
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Double-click and select the bank account.
(Or click on Set up a new account if you have not yet created it.)
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Enter the name of the payee.
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Enter the amount paid.
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No VAT is entered because any VAT will already have been entered in the purchase invoice (PIN) transaction
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Enter the amount paid.
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Double-click and select the Suppliers ledger on the left and the supplier account on the right
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This automatically populates with the same data from the Details field but you can overwrite it with other information if needed, e.g., the invoice number being paid.
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Use this field if you need to enter any additional information.
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3.Click on Post then OK. For example:
Payments of the invoices from the example shown earlier:
Payments (PAY) owed to suppliers entered in a batch using the Universal Input Sheet
1.The date entered determines the period that the transaction is posted to. |
You can also use the Universal Input Sheet to import payments and receipts from a bank statement file. To do so, please follow the instructions given in Importing from a bank statement.
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View the transaction
Display any report that includes the transaction (e.g., Display > Transaction list/Daybook > PAY) and click on the reference number of the transaction.
This displays the double-entry of the transaction (If you are not familiar with double-entry accounting, you may wish to read the Double entry accounting topic.).
The double-entry of a payment (PAY) owed to a supplier
The double-entry accounts for the reduction of the amount owed to the supplier and the bank payment. The date entered determines the period that the transaction is posted to.
Match payment to invoices
To match the payment to the invoice(s), follow the steps in Manually allocate a payment to invoices.
