How to create batch payments

Batch payments can save time and effort by allowing multiple payments to be processed together, reducing manual work and improving efficiency in financial transactions.

Step by Step Guide:

1. Navigate to ACCOUNTING > Payables > Generate a Batch of Payments.

2. This will load the Generate Payments Wizard (Start Page).

3. Enter the PAYMENT DATE in the Payment Details. If a bank upload file is needed to be created, the date will need to be what is reflected in that file.

4. Payment Type - Enter or select the payment type.

5. First Payment No - Change the First Payment No. (if required).This will default to the next number for this payment type/bank account but can be overridden.

If a check is selected, place the check number in the box.

6. Bank Account - Select or enter the Bank Account the payments are to be credited to.

7. Payment Office - Select or enter the Office the Payment will be made.

8. Currency - Change Currency if required.

9. Exchange Rate - Adjust the Exchange Rate if required.

10. If applicable, define the filter criteria for invoices to be selected for payment:

• Pay Invoices Dated Up To - Check to pay invoices up to a certain date.
• Pay Invoices Up To - Check to pay invoices up to a specific accounting month and year.
• Pay Invoices With Due Date Up To - Check to pay invoices with specific due dates.
• Only Pay If Client Has Paid This % - Enter a percentage - optional.
• Client - Enter or select a client.
• Job No. - Enter a job number.
• Exclude Credit Card Balance - Check to exclude credit card balances.

11. Pay Supplier filters can also be applied:

• Separate Payment Each Supplier?- Check to separate the payment of each supplier.
• All Suppliers - Click to view all suppliers.
• Selected Suppliers - Click to view selected suppliers.
• Single Master Supplier - Click to view a single master supplier.
• Offices - Select one or all offices.
• Supplier Types - Select one or all supplier type/s.
• Entity - Select an entity.
• Include Inactive Supplier - Check to include inactive suppliers.

12. Click NEXT.

13. This page displays a list of individual unpaid supplier invoices. Based on the criteria selected, by default, it will be all checked.

• Select the Supplier Invoices that need to be paid.
• Change the payment amount, if necessary, for any specific invoice by entering the revised amount in the AMOUNT field.

14. Click CALC to calculate the total payment based on the checked invoices.

15. Click GENERATE.

16. A Confirmation Page will generate, providing the details of the payment.

17. Select one of the following options.

• Internet Banking Export - Create a bank payment file for uploading through the bank portal by clicking on INTERNET BANKING EXPORT.
• Checks - Click checks to run the payment.
• Export - Export the payment list to Excel by clicking on EXPORT.
• Preview - Print out a listing of invoices to be paid by clicking PREVIEW.