Browse Payments V2

BROWSING PAYMENTS

in the Browse payments window you can:

• Finding payment information
• Create work lists of outstanding invoices, paid invoices
• Create Payments and payment journals
• Edit/clone/cancel/delete and reinstate payments
• Setting payment defaults
• Printing a number of payment reports
• Aged Payables
• Payments
• Remittances advise
• Supplier Transaction list
• Bank reconciliation history
• Collection history

Notes: 255 is the transaction number created in the general ledger. Clicking the number opens the Transaction window. This transaction was recorded in the April 2012 accounting period and reconciled against the 30 April 2012 bank statement

Fields All fields displayed here are the same as described for the Create Payment window.

Icons and Shortcuts

For an explanation and brief description of the icons seen on the toolbars, see below:

Previous moves through the existing payments sequentially

Next moves through the existing payments sequentially

Find offers a variety of ways to find payments eg. cheque number, date, supplier-date, supplier-invoice number, marked by reconciliation

New displays the Create Payments window for the creation of a new payment

Edit displays the Edit Payment window and allows editing of displayed payment

Cancel/Reverse Cancels/deletes this transaction.

Note: You cannot delete a transaction in a previous (closed) period; you can only create a reversal of that transaction in the current period.

Display associated cost details displays associated costs eg discounts, GST, etc

Display outstanding invoices for selected supplier

Setting payment defaults if printing cheques through JobBag

Print accesses the Financial Reporting window where decisions are made as to what to print and what information to include Period date (display only) informs you of the accounting period the transaction was entered

FINDING A PAYMENT The Find Payments window is used for finding a payment or a payment journal entry.

You can find a payment several different ways, using different find criteria for each.

• By cheque number – When looking for a specific cheque number or a range of cheque numbers.
• By Date – When looking for payments made on a specific date or between a range of dates.
• By supplier/date – When looking for payments to a specific supplier made on or between a range of dates.
• By supplier/invoice number – Looking for payments that paid a specific invoice, or a range of invoice numbers for the supplier. [
• Marked by reconciliation - (Bug JOb DEVT 1255 - option to select by dates required)

FINDING A PAYMENT: BY CHEQUE NUMBER

Follow these steps to find a payment transaction by its cheque number. Steps=>Action 1. Select Browse Payments through the Accounts menu to access the Payments window.

2. Click the on the toolbar

3. Do you know the Cheque Number you want to find?

• If yes, enter the cheque number in the Cheque Number field and either press [Enter] or
• If no,
  1. Mark the Select Range of Cheque Numbers checkbox

1. Enter a cheque number in the Cheque Number field (from)
2. Enter a cheque number in the (To) field
3. Press [Enter] or click the button.
4. Highlight the cheque of choice

Press [Enter] or double-click the selected payment.

4. Procedure complete.

Result: The Payments window displays with information about the selected cheque.
* Tip: The Find Payments window keeps the results of the last find. If you return to the window, you can select another payment from the previously displayed list of payments.
* Tip: You can change the sorting order by clicking a field heading – the list is sorted by the heading that is bold and underlined.

FINDING A PAYMENT/JOURNAL BY: DATE

Follow these steps to find a payment transaction by date.

Steps=>Action

1. Select Browse Payments through the Accounts menu to access the Payments window.

2. Click the on the toolbar and select “by Date”

Notes: Include Payments – displays information on transaction made by cheques, direct debits and periodical payments.
Include Journals – displays transactions recorded through the Create Payment Journal window.

3. Do you know the exact Date the payment was made?

• If yes, enter the date in the From Date field and press [Enter]
• If no,
  1. Enter a date in the From Date field
  2. Enter a date in the To (date) field
  3. Press [Enter] or click the button.
• Highlight the cheque of choice
• Press [Enter] or double-click the selected payment

Tip: You can change the sorting order by clicking a field heading

4. Procedure complete. Result: The Payments window displays with information about the selected transaction.

FINDING A PAYMENT/JOURNAL BY: SUPPLIER/DATE

Follow these steps to find a payment transaction by supplier and date.

Steps=>Action 1. Select Browse Payments through the Accounts menu to access the Payments window.

2. Click the on the toolbar

Notes: Include Payments – displays information on transaction made by cheques, direct debits and periodical payments.
Include Journals – displays transactions recorded through the Create Payment Journal window.

3. Enter the Supplier code and press [Enter].

Note: If the exact supplier code is unknown, either enter a ‘?’ or the first letter(s) of the code and press [Enter] or click the{{ jobbag_help:accounts:browse_paymentsv2_pict25.png?17 }} to select the specific supplier from the Select a Supplier window.

4. Do you know the exact Date the payment was made?

• If yes, enter the date in the From Date field and press [Enter]
• If no,
  1. Enter a date in the From Date field
  2. Enter a date in the To (date) field

Note: If no date is entered, all payments for this supplier are loaded - Press [Enter] or click the button.

1. Highlight the cheque of choice
2. Press [Enter] or double-click the selected payment

Tip: You can change the sorting order by clicking a field heading

5. Procedure complete.

Result: The Payments window displays with information about the selected transaction.

FINDING A PAYMENT/JOURNAL BY: SUPPLIER/INVOICE NUMBER

Follow these steps to find a payment transaction by supplier and date. Steps=>Action 1. Select Browse Payments through the Accounts menu to access the Payments window.

2. Click the on the toolbar

3. Select “by supplier/invoice number”

Notes: Include Payments – displays information on transaction made by cheques, direct debits and periodical payments.
Include Journals – displays transactions recorded through the Create Payment Journal window.

4. Enter the Supplier code and press [Enter].

Note: If the exact supplier code is unknown, either enter a ‘?’ or the first letter(s) of the code and and press [Tab] or click the{{ jobbag_help:accounts:browse_paymentsv2_pict29.png?17 }} to select the specific supplier from the Select a Supplier window.

5. Do you know the exact invoice number the payment paid?

• If yes, enter the invoice number in the From Inv no field and press [Enter]
• If no,
• Enter an invoice number in the From Inv no field
• Enter a date in the to (invoice number) field
• Press [Enter] or click the button.
• Highlight the transaction of choice
• Press [Enter] or double-click the transaction

Tip: You can change the sorting order by clicking a field heading

6. Procedure complete.

Result: The Payments window displays with information about the selected transaction.

FINDING A PAYMENT BY: MARKED BY RECONCILIATION

(Bug JOb DEVT 1255 - option to select by dates required)

EDITING A PAYMENT

The Edit Payment window is used to make changes to payment information.

Fields and Functions

All fields displayed in the above window are the same as described for the Create Payment window. Refer below for information about the buttons in the Edit a Payment window

• - Checks to see if there are any outstanding invoices for this supplier and if found, displays the additional information in the table area.
• - Clears all the amounts in the Discount and Pay columns.
• - - Displays the Associated Costs window where the payment has a ‘Don’t Credit’ line.

Note: this icon appears in the Edit Payment window when a payment has a “Don’t Credit Line

Messages From Jobbag Whilst Editing A Payment

As you edit payments you will find they are in different states and each must be treated differently for JobBag to maintain normal practice accounting standards.

• Previously Cancelled - If the payment you are editing has been cancelled this message displays. Reinstating it causes the payment to be re-instated, affecting the bank account and requires the payments to either be allocated against invoices, credited to the supplier’s account or to be entered as ‘Don’t Credit’.
• Past period – if the payment you are editing was originally in a past period this message displays. Since the payment was originally in a previous period, that payment is not actually altered. Rather a reversal (a new transaction with all negative values) is created and the ‘edited’ version is created as another transaction. JobBag now has three transactions. The original in the original period, the reversal of the original in the current period, and the edited transaction in the current period.
• Reconciled – once a payment has been marked off in the bank reconciliation process, only the invoices or cost allocation of the payment may be edited.

Follow these steps to edit a payment transaction

Steps=>Action

1. Select Browse Payments through the Accounts menu to access the Payments window.

2. Find the payment transaction that needs to be edited

Note: For help on finding a payment, refer to the instructions above

3. Click the edit icon on the toolbar and respond to any dialogue box that displays (as listed above).

4. Does the information displayed encompass the edits you need to make?

• If yes, go to step5
• If no, click the button to load all outstanding invoices for this supplier.

5. Is the payment a ‘Don’t Credit’ transaction?

• If no, go to step6.
• If yes, click the button to access the Associated Costs window

Notes: To change or to allocate –
* To change a Don’t Credit amount to a Credit amount or vice versa, click the words Don’t Credit or Credit and you are given that option.

• To allocate a specific amount to Don’t Credit or Credit, place the cursor in the last Pay field and press [Tab]. A new line is created and you are given the opportunity to credit or not.

JobBag calculates the GST as you enter the value of each line in the Apply Costs window. If, for whatever reason, this payment does not have a GST component, click the{{ jobbag_help:accounts:browse_paymentsv2_pict45.png?61 }} button. If you decide you want GST to be calculated on the value of the lines, click the button{{ jobbag_help:accounts:browse_paymentsv2_pict46.png?67 }} .

OR – if you want to specify the GST value click in the GST field and change the amount to one of your choosing.

NB: Make sure you are meeting your tax responsibilities if you calculate GST manually.

6. [Tab] through the fields, editing as required.

7. Press [Enter] to save the edits and close the Associated Costs window, if open.

Press [Enter] to exit the Edit Payment window.

8. Procedure complete.

OUTSTANDING INVOICES WINDOW

The Outstanding Invoices window is view-only and is used to view a listing of all outstanding invoices for a specific supplier.

Follow these steps to list the outstanding invoices.

Steps=>Action

1. Select Browse Payments through the Accounts menu to access the Payments window.

2. Click the on the toolbar

3. Enter the Supplier code and press [Enter].

Note: If the exact supplier code is unknown, either enter a ‘?’ or the first letter(s) of the code
and press [Enter] or click the{{ jobbag_help:accounts:browse_paymentsv2_pict51.png?10 }} to select the specific supplier from the Select a Supplier window.

Note: If there is a payment displayed in the Payment window when you click this icon, the supplier for that payment is selected automatically and that supplier’s outstanding invoices are displayed.

4. Click the windows close box to exit.

PAYMENT DEFAULTS

The Payment Defaults window is used to instruct JobBag to manage the printing of cheques, and to set several cheque related standards. Though this setting turns on cheque printing in JobBag, cheque printing only occurs for bank accounts that also have cheque printing turned on.

Tick the “print cheques from JobBag” and complete the stationery default settings

Or select{{ jobbag_help:accounts:browse_paymentsv2_pict54.png?61 }} to use default settings provided by JobBag

Notes: For detailed information on setting up and printing cheques, refer to the information regarding cheque printing - below.

CHEQUE PRINTING

When cheque printing is turned on it affects the behaviour of the Payments window. When you enter payments, a cheque number will not be suggested; rather the cheque number field will read Print Cheque. Once you have printed cheques, the cheque number is assigned and displayed in this field

Steps=>Action

1. Select Browse Payments through the Accounts menu to access the Banks and Accounts window and select bank account.

2. Click the edit icon and edit default settings to include “cheque account” and “cheque printing”

3. Click to save changes and exit

4. Select Create Payments through the Accounts menu to access the Payments window

5. Follow steps 1 to 5 as in ‘Create Payments’ and note a cheque number will not be suggested; rather the cheque number field will

read Print Cheque

Notes: Once you have printed cheques, the cheque number is assigned and display in this field

6. Tab through and complete amount in Pay field and select to complete processing.

A blank Create Payments window displays ready to accept the details of the next payment.

7. Select Browse Payments through the Accounts menu to access Print Cheques by selecting in the tool bar

8. Enter the number of the last cheque in the printer and

9. Select payments for printing from “Payments awaiting cheque creation” window and

10. Select preview from the printer screen; print a PDF copy and check alignment of printed cheque

11. Select to print cheques

12. Payments are now updated with cheque number

13. Procedure complete

PRINTING FINANCIAL REPORTS

The following reports are available when printing is selected from the Browse Payments window.

• Aged Payables
• Payments
• Print cheques - this option appears when “Print Cheques” is selected in the Bank Account’s default settings
• Remittance Advice
• Supplier Transaction List
• Bank Reconciliation History
• Collection History

Note: Additional reports are available when the menu item Reports is selected

DELETE / CANCEL / REVERSE A PAYMENT

When you click the{{ jobbag_help:accounts:browse_paymentsv2_pict72.png?7 }} on the toolbar, a message similar to the one below appears. The result you will achieve depends on whether you:
* Reverse a payment out of a past (closed) or current or future period, or
* Mark a Payment as Cancelled

• Reverse is where a mistake was made in the past or current or a future period, and you simply want to reverse the payment transaction.
• The effect is that the supplier’s invoice is reinstated as due and payable and the cheque number is available for reuse.

Note: JobBag will not reuse this number automatically unless it was the last one generated, but you can enter the number manually in order to reuse it.

Note: Reversing a current or future dated transaction which has not been reconciled is equivalent to deleting it - the transaction is deleted, leaving no trace of it
Note: Reversing a payment transaction which took place in a past (closed) period. The effect is that the supplier’s invoice is reinstated as due and payable in the current period and the cheque number is shown in the system with a zero value. The original transaction remains and reversing entries are created.

• Mark as Cancelled is where the cheque was issued correctly but needs to be cancelled for whatever reason (where the transaction has not been reconciled) and you want to keep track of the cancelled cheque number eg. a cheque may have been lost in the mail. The effect is that the supplier’s invoice is reinstated as due and payable and the cheque number is used with a zero value.
• Neither Does not do anything and returns to the Payments window.

TRANSACTION WINDOW: GENERAL LEDGER

TO BE COMPLETED - AVAILABLE IN VERSION 4 MANUAL