Intro – Payment #

Use Payment to record a one-time purchase or immediate payment when the company has not entered a bill beforehand. You can include details of products, services, or expenses, as well as the payment information. If you have a vendor’s bill and are going to pay it, please use ‘Bill Payments‘ instead.

• Payment is a posting transaction that also updates inventory status.
• You can create a template from an existing payment for reuse.
• The recurring payment feature is supported.

Create a Payment #

• Go to Purchase on the left sidebar, and select Payments
• Click Add New button in the top right corner.
• On the new payment page, fill in the following fields
  • Payment number is an auto generated number.
  • Vendor: Select a vendor from the vendor list or leave it blank if the vendor is not listed.
  • Payee: Enter payee’s name for a one-time purchases or vendor record has not been setup.
  • Date: default pay date is today.
  • Payment Method: Cash, Check, EFT or others. You may add new method in Accounts -> Payment Methods.
  • Reference: optional
  • Draft: Select this option to save the payment as a draft.

• • Expenses tab
    • Enter bill’s details in Expenses tab for expense item
    • Click “Add Line” button to add new detail line or click “Open Dialog” button to add detail line in the dialog.
    • Account: Select expense account to track the expenses.
    • Description. Maximum characters: 4096.
    • Amount: Enter the amount paid.
    • Taxable: Select this option if the expense is taxable.
    • Billable: Select this option if you plan to bill a customer for the expense.
    • Customer: If above option is selected, choose a customer you will bill.
    • Project: Select the customer’s project, if applicable.

• • Items tab
    • Enter bill’s details in Items tab for product or service item
    • Click “Add Line” button to add new detail line or click “Open Dialog” button to add detail line in the dialog.
    • Item. Select an item from the dropdown list. If the item is missing or not found, you need to create new item in Items -> Items app.
    • Description. Automatically filled when you select an item. You can edit it as needed. Maximum characters: 4096.
    • Quantity: Enter quantity.
    • Uom: Default unit of measure is Ea (each).
    • Unit Cost: Auto filled when you select an item, or you can enter it manually.
    • Amount: Equal to quantity multiplied by the unit cost. You can edit the amount, and the unit cost will be recalculated.
    • Taxable: Select this option if the item is taxable.
    • Billable: Select this option if you plan to bill a customer for the item.
    • Customer: If above option is selected, choose a customer you will bill.
    • Project: Select the customer’s project, if applicable.

• • Shipping: Enter any additional shipping expenses, if applicable.
  • Is Shipping Taxable: You can choose whether the shipping expenses is taxable or not.
  • Tax Code: Select a tax code from the predefined codes. These must be set up under Tax → Tax Code.
  • Tax Rate: Auto filled when tax code is selected.  Tax rate field is editable, and system use it to calculate the excluded tax.
  • Excluded Tax: This is a calculated field and cannot be edited.
  • Tax Option: Tax Exclusive, Tax Inclusive or No Tax.
  • Withholding Tax: Enter withholding tax rate for applicable vendors.

• • Account tab
    • Post with cost breakdown by item: Select this option if you want to have detail of cost breakdown by item in transaction journal.
    • Cash/Bank Account:  Select which account to use for payment.
    • Withholding Tax Account: Tracks the amount the company owes to a tax authority such as the IRS.
    • Rounding Account: If posting process come across a $0.01 unbalanced journal, the system will tell you to provide this account to resolve the issue.

• • Location tab
    • Site Location: acci.cloud supports multiple sites/locations. Select the site location where the goods or services are delivered. If no site/location is set up, just leave it empty.
    • Dropship: Select this option if the goods are shipped directly from the supplier to the customer without passing through your company’s inventory. Since the company does not handle or store the items, inventory levels will not be updated when this option is selected.

• • Vendor Address tab
    • All address and contact fields are auto filled when vendor field is selected.

• • Memo tab
    • Memo: Up to 1000 characters.

• Click Save