Creating and Processing a Vendor Payment(s)

Creating and processing vendor payments is essential for timely settlement of obligations. There are two procedures which may be followed when creating Vendor payments.

1. The first option is to use the Vendor Payment item from the Payables drop down menu.
2. The second option is the Payments item also from the Payables drop down menu.

The following documentation will guide you through both processes in SapphireOne.

Vendor Payment Option from the Payables menu

1. Navigate to Accounts > Payables > Data Entry and then select the Vendor Payment item. Sapphire one will display the Vendor Payment Entry screen ready for data entry.
2. Enter the required Vendor ID or choose the Vendor ID using wild cards from the list.
3. Complete the necessary fields, including Receipt Date, Payment Amount, Payment Method, and any additional notes.
4. Pay attention to dates as SapphireOne will automatically enter most of them as setup from default settings.
5. When the user clicks on the green tick button from the main toolbar, the Vendor Payment screen will be closed and the Allocation screen will be displayed.
6. Assign the Payment to the corresponding Vendor Invoices(s) as required by selecting the line that has the required Invoice displayed. Multiple Invoices may be allocated to a single Vendor Payment.
7. Finalise the transaction by clicking on the green tick button on the main toolbar a second time.
8. SapphireOne will now allocate the payment to the selected Invoice(s). SapphireOne will then save the Vendor Payment and close the allocation screen.

Payment option from the Payables drop down menu

1. Navigate to Accounts > Payables > Process and the select the Payment item. SapphireOne will display the Process Payments alert.
2. From this alert choose from the following three options.
   1. Select the Create Payments checkbox to create payments by Vendor or by Transaction.
   2. Select the Payments checkbox, which will allow you to create a payment file such as an an ABA or CommBiz file for upload to your bank for processing the payment.
   3. Select both, which will create a Vendor Payment and generate a payment file concurrently.
3. When you have made your selection above, click on the OK button. SapphireOne will display a list of Vendors that have a balance owing to them.
4. Select one Vendor at a time and then select the Sapphire Tools button indicated by a small downward facing arrow on the main toolbar and select the Create Payment option. The Allocation screen will be displayed.
5. Assign the Payment to the corresponding Vendor Invoices(s) as required by clicking once on the line that has the required Invoice displayed. Multiple Invoices may be allocated to a single Vendor Payment.
6. Click the green tick button on the main toolbar. SapphireOne will then save the Vendor Payment and close the allocation screen.
7. The user is then able to select the next Vendor that a payment is to be made to, from the list of Vendors by repeating the process documented above starting from point 5.

For more detailed information, refer to the Accounts > Payables > Payments article.