Payment to Supplier

Prerequisites for Supplier Payment

1. Please note that depending upon the Payment Type selected, a list of relevant Account Groups will be displayed / accepted as follows -

The above mentioned accounts should exist through Account Master Entry option.

2. Please note that the system will display / accept only those Creditors that have been linked with the selected Account Group through Vendor Master Entry option of Purchase Module.

Screen Layout of Payment/Receipt Account's Details

Field Description of Payment/Receipt Account's Details

Payment/Receipt Account Detail

Transaction Amount:

This field will remain disabled. In 'Edit', and 'View' modes, this field displays the Transaction Amount for your reference.

 

Current Book Balance:

Automatically displays the current Balance in the selected Bank Book for your reference.

 

Cheque/Doc No:

Denotes the Cheque Number.

 

While 'Adding',

If the Transaction Type is selected as 'Cheque Issue' or 'Cash Withdrawal', specify the Cheque Number. Click on the field to access a list of un-issued Cheque Numbers entered for the selected Bank Account through Cheque Book Maintenance option. Select your desired Cheque Number from the list by clicking on it. Alternatively you can also enter the Cheque Number. Press <TAB>. The system will check whether the right Cheque Number has been entered or not.

For rests of the Transaction Types, enter the Reference Number for the transaction. Press <TAB>.

In case of 'Edit', and 'View' modes, Cheque/Doc Number for the selected Voucher Number will be displayed automatically. You can change it in 'Edit' mode.

 

Please note that - The system will not accept /display Returned Cheques. In case the flag 'Do you want to maintain Location wise Cheque Numbers' is set as 'On' through Finance Policy option of Administrator Tools Module, IMMS will accept/display only those Cheque Numbers that belong to the selected Location.

Cheque Date:

While 'Adding', enter the date of cheque. In case the Cheque Date is later than the Voucher Date, the system will confirm if it is a post dated cheque and let the user continue with the entry.

 

In case of 'Edit', and 'View' modes, Cheque Date for the selected Voucher Number will be displayed automatically. You can change it in 'Edit' mode.

Once all the above header details are entered, you can start entering data in the grid as follows -

 

While 'Adding', this grid will be displayed empty. You can start entering the transactions.

 

In case of 'Edit', and 'View' modes, this grid will be populated with Transactions of selected Voucher Number.

 

Click on button to enter more transactions in the grid. As a result, a new row will added in the end of the grid.

 

Field Description of the grid -

Action

Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.

Payment Type:

There are three types of Supplier Payments provided by IMMS -

• Advance Payment
• Against Bill Payment
• Retention Payment

Select 'Advance Payment' if some advance amount has to be paid to the creditor.

Select 'Against Bill Payment' if some amount has to be paid against the creditor's bill after passing it.

Select 'Retention Payment' if retention amount has to be paid to the creditor.

Please select your desired option from the popup by clicking on it. Press <TAB>.

Account Group:

Specifies the Code of Account Group.

Click on the field to access a list of Account Groups and Sub Groups defined through Account Master Entry option. Select your desired Account Group or Sub Group from the list by clicking on it. Alternatively you can also enter the Account Group Code or Sub Group Code. Press <TAB>. The system will check whether the right Code has been entered or not.

Please note that depending upon the Payment Type selected, a list of relevant Account Groups will be displayed / accepted as follows -   Payment Type Group Type (from Account Master Entry option) Advance Payment Advance to Creditors Against Bill Payment Sundry Creditors Retention Payment Retention from Creditors

Account Group Description:

Name of the selected Account Group Code or Sub Group Code will be displayed automatically.

Account Code:

Specifies the Account Code.

Click on the field to access a list of Accounts belonging to the selected Account Group or Sub Group defined through Account Master Entry option. Select your desired Account from the list by clicking on it. Alternatively you can also enter the Account Code. Press <TAB>. The system will check whether the right Code has been entered or not.

You can not select an Account that has been deactivated through Account Master Entry option. The help list will also not display such Accounts.

Please note that the system will display / accept only those Creditors that have been linked with the selected Account Group through Vendor Master option of Purchase Module.   In case of RTGS/NEFT Transfer, ONLY those Accounts will be accepted for which Bank Account Number and IFSC Code has been entered through Vendor Master option of Purchase Module.

Account Name:

Name of the selected Account Code will be displayed automatically.

Account Type::

Click on the field for the Cost Center/Profit Center wise breakup of the Amount. Please note that Cost/Profit Center breakup can be entered only for Income and Expense Accounts. Read more about it...

 

Tran. Currency:

Automatically displays the Currency of the selected Account as entered through Account Master Entry option. You can NOT change it.

Transaction Amount:

Click on the field to continue further. Different actions will be performed depending upon the Payment Type selected by you. Please click on the relevant link to read more about it -

• Advance Payment
• Against Bill Payment
• Retention Payment

Exchange Rate:

Displays the latest Exchange Rate of the Account's Currency. You can NOT change it.

 

Depending upon the Voucher Date, this field will automatically display the latest Exchange Rate for the Currency of the Account. Please recall that exchange rates for currencies are maintained through Exchange Rate Master Entry in Administrator Tools Module.

 

Domestic Amount:

Automatically converts and displays the Transaction Amount in Domestic Currency in case the currency of the selected Account is a Foreign Currency. It is calculated as (Domestic Amount = Transaction Amount * Exchange Rate). You can NOT change it.

 

If the selected Account's Currency is Domestic Currency, this field will display the Transaction Amount as it is.

Debit/Credit:

Specifies whether the entered Amount has to be Debited or Credited in the selected Account.

Choose 'Debit' or 'Credit' from the given popup. Press <TAB>.

Account of:

Automatically displays the main Group Head (Expense, Income, Asset, Liability) of the selected Account as specified through Account Master Entry option.

Remark:

Click on the field. Now enter Remarks, if any related to the transaction.

Payee Name:

(Type : Alphanumeric, Length : 50)

Denotes the name of the Party/Person to which the Cheque has been issued.

While 'Adding', enter the Payee Name for the cheque.

In case of 'Edit', and 'View' modes, Payee Name for the selected Voucher Number will be displayed automatically. You can change it in 'Edit' mode.

Net Domestic Amount:

Automatically calculates and displays the sum of 'Domestic Amount' entered for all Accounts in the grid. You can not change it.