Entering Payments to Vendor Accounts

Note:

If custom input forms have been enabled in your organization, how you create, edit and view documents might differ from what is described in the FinancialForce Accounting Help. Contact your administrator for assistance.

To enter a payment to, or refund from, a vendor account as a new cash entry A record of money received from, or refunded to, your customers, often in the form of cash or a check. Also used to record payments to and refunds from vendors. in your current company The company in which you are working. This is represented by the company queue to which you, and new instances of objects you create, are assigned.:

Classic Edition

1. Make sure you are in the appropriate company for this new document.
2. Click the Cash Entries tab.
3. Click New next to Recent Cash Entries on the home page.
4. Select "Payment" or "Payment Refund" from the Type picklist.
5. [Optional] Specify an alternative bank account. The default is set on the company record.
6. [Optional] Click the expander icon to display an expander panel Panels that are initially hidden when the page is loaded. They allow you to enter, and subsequently view, additional attributes of the related field or line item, such as further analysis or a line description. against the Bank Account field to specify optional analysis dimensions Custom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you.. Click the icon again to hide the panel.
7. Enter the remaining header details for the cash entry. See Cash Entry Fields for a description of the fields that make up a cash entry. This may include the following:
   - An alternative cash entry currency (document currency The currency in which values are entered on a document.). This is the currency in which the payment will be made. The default is the bank account currency.
   - Any one-off bank charges that apply to the whole cash entry. If the cash entry is a payment to a vendor account and you want to add bank charges to the payment, you must enter them as a negative value.
8. In the Account Lines section, specify a vendor account.
9. Click New Line.
10. [Optional] Click the expander icon to display expander panels against the Account field. You can amend the default analysis dimensions Custom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you. and add a line description here. Click the icon again to hide the panel.
11. Enter the remaining details for the cash entry account line, including a cash entry value and any bank charges or processing fees specific to this line. If the cash entry is a payment to a vendor account and you want to add bank charges to the payment, you must enter them as a negative value.
12. If the bank account currency is not the same as the cash entry (document) currency, enter a value in bank account currency, or click Calculate Value to derive a value from the cash entry value.
13. [Optional] Continue to add account lines as required. All account lines in a cash entry use the same cash entry (document) currency.
14. Click Update to recalculate the summary totals at the top right of the page.
15. When you have finished, click Save. You can also click Save & New to save the changes to the current record and then immediately begin to create another.
16. When the payment or refund is ready to go, click Post. A posted cash entry has a status of "Complete". Instead of clicking Save and then Post separately, you can click Save & Post to perform both actions together.

Extended Edition

1. Make sure you are in the appropriate company for this new document.
2. Click the Cash Entries tab.
3. Click New next to Recent Cash Entries on the home page.
4. Select "Payment" or "Payment Refund" from the Type picklist.
5. If you want the application to derive the bank account automatically from the current company, leave the Derive Bank Account checkbox selected. To provide an alternative bank account, just provide the new value.
6. If you want the application to derive the period automatically from the document date, leave the Derive Period checkbox selected. To provide an alternative period, just provide the new value.
7. If you want the application to derive the currency automatically from the bank account, leave the Derive Currency checkbox selected. To provide an alternative currency, just provide the new value.
8. Enter the remaining header details for the cash entry. Derive checkboxes work in the same way as described previously. See Cash Entry Fields for a description of the fields that make up a cash entry. This may include the following:
   - An alternative cash entry currency (document currency The currency in which values are entered on a document.). This is the currency in which the payment will be made. The default is the bank account currency.
   - Any one-off bank charges that apply to the whole cash entry. If the cash entry is a payment to a vendor account and you want to add bank charges to the payment, you must enter them as a negative value.
9. When you have finished, click Save. You can also click Save & New to save the changes to the current record and then immediately begin to create another.
10. Add one or more cash entry line items (account lines), as described in Cash Entry Line Items.
11. When the payment or refund is ready to go, click Post.