The Make Payment screen is used to apply payment to Sales or a Purchases. This screen also allows you to add/edit an existing payment.
Apply a Payment to a Sale or Purchase
- Click the add icon adjacent to payment in the main menu.
- Enter in the amount you wish to pay if it differs to the default (full payment). You can assign payment to as many Purchases as you like provided that the total allocated does not exceed the total payment amount at the top of the screen.
- The Amount Remaining To Be Allocated line shows you the difference between the total amount and the amount allocated to all of the Purchases. If this number is a negative number, you have allocated more than the total amount of the payment. If the amount is $0.00 you have allocated all of the payment amount correctly. If it is a positive number, you have not allocated enough.
- Sometimes you need to store more detailed information about a transaction for tax or reference purposes. The notes field gives you a place to store such information.
- Save the Payment. This screen will not allow you to save the payment until you have correctly allocated the payment.
Print or Email Remittances
Once you create and save a payment on a Purchase Invoice or Purchase Order you have the ability to print or email a Remittance to your customer. To print or email a Remittance:
- Once you have saved the Purchase Payment (as created in the above help section) you will see a menu at the top of the Purchase Payment screen.
- Click Print PDF to view the print version. It will load in Adobe Reader automatically. Or,
- Click Email PDF to load the email template ready to send an email with PDF attachment to your customer.
Note if you have paid multiple invoices in your payment Saasu will list all the related invoices and payment amounts in a single Remittance
|Date||Enter the date that the payment was paid or received here.|
|Amount||Enter the payment amount into this field. Saasu will automatically calculate the Tax based on the invoices the payment is allocated to.|
|Account||Enter the account that was used to perform the transaction in this field. That is, where the money was paid from, or received to. To create a new account, click the plus icon.|
|Reference||This field allows you to include additional reference information to help you to identify the transaction, or to cross-reference with your bank records. For example you can use this field to store anything you like a EFT reference or cheque number.|
|Date Cleared||This field allows you to store a date that the payment cleared in your bank or credit card account if different to the Date specified earlier.|
|Summary||To make it easier to find and identify your transactions, enter in a brief summary. The summary appears in some reports and transaction lists. It is recommended that you keep this summary reasonably brief so that it appears more neatly on reports and transaction lists. For more detailed information about the transaction, use the Notes field instead.|
|Invoice List||The payment screen shows a list of invoices that are unpaid so that you can assign a payment across multiple invoices.|
|Contacts||Use the Show outstanding invoices for Contact List drop-down to narrow down the Purchases in this list. This is useful if you have a large list of outstanding amounts to contend with.|
How do I enter partial payments for Invoices?
- Locate the invoice from the list of invoices.
- Click the edit icon beside it.
- When you are in the edit screen for the invoice, click the Pay link in the top bar.
- In the Make Payment/Receive Payment screen, enter the partial amount in the Amount Paid field.
- Click Save And Close.
- You will now see the partial payment amount under Payment(s) in the invoice.
Repeat the above steps when a partial payment is received or paid until the full payment has been applied.
When a customer has over paid you here is a suggested method to handle this in Saasu. NOTE: this does not replace accounting advice given by your Accountant, and any indications of ledger accounts are examples only. This is very general technical advice.
Identify with the customer how they would prefer the money to be handled:
- Funds returned to their Bank Account
- Funds to be applied to a future invoice, see Adjustment Notes
Decide how long you will want to wait for the customer’s response. For this example we’ll set it to 7 days. We will not touch the bank feed entry for this overpayment until the 7 days roll over.
Clearing Account Method
If the customer does not get back to you within 7 days, you will need to move the funds to a temporary account, until such times as it can be dealt with.
Journal the overpayment to a ‘Liability’ type of account, such as ‘Liability: Deposits Received Clearing‘ (check with your Accountant).
Should the client respond after this, saying they wish for the funds to be refunded, you will need to action a few steps:
- Journal the bank feed overpayment to an ‘Asset’ type of account, such as ‘Asset: General Clearing’
- Do the transfer, and wait for the funds appears on your bank feed as a ‘Withdrawal’
- Journal it to the same ‘Asset’ account to negate it out
- Journal out the Liability amount
Sometimes there may be a few cents difference between the payments you receive or make and the original transaction in Saasu.
In this example, you may have issued for which you received a slightly different payment amount from your customer. You don’t want to annoy them and so decide it’s better to write it off or issue a refund for the small amount.
In either case, you need to decide on the appropriate (a) Transaction Type and (b) Account Code for this transaction. These are accounting decisions you may wish to discuss with your advisor. In the following example, you have an unpaid sale for $100.50. The customer pays you $100.00 and you decide not to chase up the remaining $0.50.
- Create a refund, adjustment note, or credit note (this depends on your zone and/or accounting treatment of these transactions). You can do this by changing the Invoice Type picklist from Tax Invoice to Credit Note or Adjustment Note.
- Select an Income or Expense account to allocate it to (eg Expense: Rounding and Differences).
- Enter a negative amount for the $0.50.
- This will appear as a negative amount in the P&L if you code it to an Income account or as a positive amount if you code to an Expense account.
- Apply a payment of $100 to both the original $100.50 invoice and the -$0.50 refund to clear them both as paid. You need to do this in one payment transaction. Change the contact and click the Show button beside the contact picklist to see all outstanding invoices so you can apply payment to both.
Creating a Bulk EFT File for Purchase Payments
Also known as ABA files, Direct to Bank files, Bulk Payment files
The Direct to Bank payment file also known as the Bulk EFT file is a convenient way of making bulk payments by uploading it to your online banking application. Different banks have different rules for accepting the Bulk EFT file and in case if your Direct to Bank payment file does not get accepted by your bank’s internet banking application, then one of the following reasons could be causing the problem/s.
- With certain banks, the Business name that appears in the Bulk EFT file should be the same as the one you have registered with the Bank in order to obtain the bank User Id for Bulk EFT file processing. Therefore it is important that the name you have entered in Setup > Organisation Details is exactly the same as the one you have given as your organisation name to the bank. Please note that the maximum number of characters allowed for the Organisation Name in Saasu is 75 characters.
- It is always better to enter a transaction summary when you are applying a payment. If you do not enter a transaction summary then by default ‘Payment File’ will be entered as the summary for the payment. It is important you enter a transaction summary related to the payment you applied so that when it appears in your bank statement you know what the payment was for. Please note that the transaction summary gets truncated in the Bulk EFT file if longer than 12 characters.
- The account name you enter as the Bank Account Name when you are setting up the bank account in your Saasu file has to be same as the one created for you by the Bank. So for an example, if the account name is John Citizen with the bank XYZ, then the account name you enter when you setup bank XYZ in Saasu should also be John Citizen.
- Certain banks do not accept any special characters in their Bulk EFT files. Therefore it is important that you do not enter any special characters such as ‘#, *, ^’ in the summary for the payment you are applying and also do not use any for your Invoice Numbers as well.