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Provider Payment WindowIn this window you record the details of an individual payment which you made to a given vendor. After entering the information, the money from this payment can be used to pay the vendor's unpaid invoices.  
Vendor

The name of the vendor for whom the payment is intended.

Begin typing the name of the vendor and then select the desired vendor from the drop-down list.

Received Amount

The actual monetary amount paid to your vendor. For example, you make a $100 payment to a foreign vendor.However, the bank charges a $20 fee for foreign wire transfers. The Received Amount then is $80.

Enter a value into the field.

Currency

The currency of the Received Amount.

Click on the drop-down list and select a currency.

To add a new currency to the system, go to System > Configuration > System Values > Currencies.

Accepted Amount

The recognised monetary amount. In some instances your vendor may receive an amount different from the amount you and your vendor originally agreed to; however, you record the original agreed amount in order not to add an excessive or insufficient payment to the system. For example, you want to make a $100 payment to a foreign vendor. Your bank charges a $20 fee for foreign wire transfers, but your vendor agreed to accept the surcharge. Therefore, your vendor only receives $80, but the Agreed Amount is $100.  

To add an accepted amount, first select the tickbox next to "Other than Received". New fields appear.

Other Than Received Fields

Enter a value into the field and if necessary, select a currency for the Accepted Amount.

Payment Method

The manner in which your vendor received your payment.

    • Click on the drop-down list and select a method.
    • To add a method, click Add. When you click on this, a window appears. For a description of the window, click here: Create Payment Method Window.
Payment Date

The date when you made the payment.

Manually enter the date in the appropriate date format set in System Configuration or click  calendar and select from the calendar.

Notes

Additional comments about the individual payment.

Enter the text into the text box.

Associated and/or Unpaid Charges
Unpaid Charges Provider

In this table you can allocate the selected payment among the vendor's unpaid invoices. The table lists only invoices which are in the same currency as the one you selected for Received Amount.

    • To have the system automatically divide the payment among the vendor's unpaid invoices, click Green Fund Arrow in the Assigned Amount column or the Unassigned Amount row at the bottom of the table. The payment allocation is based on the due dates of the given invoices. For example, you make a $500 payment on 31 January. The vendor has 3 unpaid invoices: Invoice 1's charge is $250 and due on 1 February, Invoice 2's charge is $200 and due 2 February and Invoice 3's charge is $100 and due on 3 February. The user at the translation agency has the system automatically allocate the $500 payment among the unpaid invoices. Invoice 1 is allocated $250 since it's due date is the closest. Invoice 2 is allocated $200 since it's due date is closer than Invoice 3's due date. The remaining $50 of the vendor's payment is allocated to Invoice 3, which means that Invoice 3 has the unpaid of amount of $50.

      An overdue invoice is always given full priority. Therefore, if you have the system auto-assign the payment to the invoices, the overdue invoice will receive the entire payment or the majority of it. For example, you make a $500 payment on 31 January. The vendor has 3 unpaid invoices: Invoice 1's charge is $450 and due on 30 January, Invoice 2's charge is $200 and due 1 February and Invoice 3's charge is $100 and due on 2 February. The user at the translation agency has the system automatically allocate the $500 payment amongst the unpaid invoices. Invoice 1 is allocated $450 since it is past its due date. The remaining $50 of the your payment is allocated to Invoice 2 because its due date is closer than Invoice 3's due date. Therefore, Invoice 2 has the unpaid amount of $150, and Invoice 3 has the unpaid amount of $100.

    • To assign an amount equal to an invoice's unpaid amount, click Green Fund Arrow next to the desired invoice in the Unassigned Amount column. The system will automatically assign the invoice's unpaid amount or the highest amount possible from the your payment.

    • To remove an assigned amount from an unpaid invoice, click Red Fund Arrow next to the desired invoice. The system will automatically remove the entire assigned amount.   

    • To manually assign an amount, click on the field next to the desired invoice and enter a value.

 

The colors of the arrows and their meanings are:

Grey

Funds cannot be assigned to or removed from the desired invoice.

Orange

You can assign funds to the invoice, but the remaining amount of the payment is less than the invoice's unpaid amount.  

Green

You have a sufficient amount of money remaining from the payment to pay the invoice's entire unpaid amount. 

Red You can remove the entire assigned amount from an invoice.
SaveClick to record the your payment.
CancelClick to terminate the your payment entry.
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