How to input record a Supplier Payment in Sage:
(This is to match payments made to suppliers to the invoices on their account in the purchase ledger module)
From the “Bank” module, click on “supplier” – which is usually a “button” icon near the top.
A pop up window entitled “Supplier Payment – [followed by the name of the bank account]” should appear. For each sales invoice, input as follows (tab between fields):
Payee – this is the Supplier Account reference, if you do not know it, click on the downward arrow on the right of that field to bring up a drop-down list of all the customers. A new supplier can also be set up from this drop-down list by clicking on “new”, you will be brought into the “Supplier Record” to enter a new supplier’s details.
Date – the receipt date in dd/mm/yyyy format (the default is current date)
Cheque Number – this is a reference field for the payment, so if it’s not a cheque number, then perhaps “BACS”, “DDR”, “STO” (BACS, direct debit, standing order) etc…
Amount – this is the total amount of the payment made to the customer. (If the payment is for more than one invoice, then you will have the chance to allocate the payment to several invoices). If you leave this blank, Sage will automatically add up all the individual invoice receipts that are selected later in the process.
If the supplier has invoices outstanding, these will be listed in the lower half of the window. Use the [tab] button to navigate to (or the mouse button to click to) the “payment” field for each invoice that is being paid. If the invoice is being paid in full, you can click on the “pay in full” button at the bottom. If only a partial payment of that invoice is being made, type in the amount that is being paid towards that invoice. If you are taking a discount against a particular invoice that is being paid, you can input that in the “discount” field for that invoice.
Repeat this process for each invoice that is being paid.
At the end, the analysis total should equal the amount typed in at the start (near the top of the screen) – if you didn’t type an amount in, then Sage will automatically use the analysis total for the amount of the receipt.
When you are finished allocating the payment, click on “Save” in the bottom left of the window.
Payments on Account
If you making a payment in advance or on proforma, or you do not know which invoice(s) it relates to, you can post this as a “payment on account”, by simply not allocating any (or remaining) amounts to specific invoices and clicking “save” as before.