Record a payment

Money spent in any way by a business is a payment. Before one can be recorded, at least one bank account or cash account must be established. The Payments tab must also be enabled.

Basic payments

Once at least one bank or cash account exists, payments are recorded in the Payments tab by clicking on New Payment:

Complete the entry:

  • Date is automatically filled with today’s date, but can be edited.
  • Reference is optional and may be used for cheque numbers, bank confirmation numbers, or other internal sequences. If the box within the field is checked, Manager will number the transaction automatically. The program will search for the highest number among all existing receipts and add 1.
  • Paid from is where you select the bank or cash account from which the money is being paid.
  • If a bank account is selected, a Status field appears, in which Cleared or Pending can be chosen. Status is set to Pending by default for bank transactions. For Cleared transactions, the clearance date may be entered:

    Another Guide covers cleared and pending transactions in greater detail. These fields are absent for cash account transactions.
  • Payee is the person or entity to whom money is being paid. Other allows free text entries. But Customer or Supplier can also be selected, in which case the Payee field becomes a dropdown list of predefined customers or suppliers, as appropriate:

    If a customer or supplier is chosen, the address for that customer or supplier will be displayed on the completed payment form. It will not, however, show on the entry screen.

  • Description is an optional summary of the overall transaction.
  • Item field can be used to enter predefined inventory or non-inventory items. If you have no predefined items, this field will not appear. Making a selection here will prefill several other fields on the line.
  • Account is the account to which the payment will be posted.
  • Description on individual line items allows more specific information to be added. This field is displayed only if the Line description checkbox below the line item(s) is checked.
  • Qty is where you enter the quantity of goods or services for the line item. If left blank, the program interprets the quantity as 1.
  • Unit price lists the price of a single unit or, if the Qty field is left blank, of the entire amount for the line item.
  • Tax code can be selected if any have been defined.
  • An Inventory location field appears if inventory locations are defined and an inventory item is selected for a line item:

  • A Tracking Code field appears if any are defined and the Account selected is from the Profit and Loss Statement.
  • Amounts are tax inclusive controls how taxes are calculated. Check the box if taxes are included in unit prices. Uncheck the box if taxes are to be added to unit prices. This check box applies to the entire transaction. The format of the form changes somewhat when this box is checked.
  • A Custom theme can be chosen. Available themes are selected in a dropdown box that appears if the box is checked.
  • A Custom title can be entered to match local usage. Enter the title in the text field that appears if the box is checked.

Click Create to save the payment. The completed form can be given to the payee as a remittance or payment advice:

Payments against purchase invoices

Payments to suppliers against purchase invoices can be entered two ways:

  • As a basic payment
  • From a purchase invoice

As a basic payment

To enter a payment against a specific purchase invoice, post it to Accounts payable, the Supplier, and the Invoice:

If a supplier has been chosen in the Payee field, that supplier will be automatically entered:

Partial payments

When paying only part of the balance due on a purchase invoice, allocate the transaction exactly as above, but enter only the amount actually paid. Manager will apply the partial amount against the purchase invoice and show a reduced balance due. No other special steps are necessary.

Payments for multiple purchase invoices

When paying a supplier for multiple purchase invoices, leave the Invoice dropdown box blank. Manager will allocate the payment against the purchase invoice with a balance due that has the oldest due date first, then the next oldest, etc. However, if the payment is designated for specific purchase invoices, add lines and designate amounts for those invoices individually.

From a purchase invoice

To record a payment while viewing a purchase invoice, click on New Payment:

A payment entry form will appear. Select a bank or cash account. The remainder of the form will be prefilled with information to enter the full amount due on the purchase invoice. If the payment is for only part of the balance due, edit the amount paid by adjusting unit price.

Other situations

You are not restricted to using only simple expense accounts or Accounts payable to post payments. For example, if money is paid to a business owner set up under the Capital Accounts tab, select the matching capital account and subaccount:

If a fixed asset is purchased the transaction can be allocated as below:

Employees are paid by allocating payroll amounts as follows:

Inventory and non-inventory items can also be directly purchased using payment forms. For more information on buying without purchase invoices, see this Guide.

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