Assigning an Accounts Payable credit

JohnV

I'm fairly new to Reckon and have not needed to use the Accounts Payable features before now. Normally we receive an invoice and pay it directly with "Write Cheque". In this instance I've been issued with a statement from a supplier that contains a number of invoices and credits. I've entered the invoices using Enter Bills then did the Credits in the same way. While saving each credit I was asked if I wanted to assign the credit against an outstanding invoice to which I said Yes, then when the 'where do you want to assign it' window appeared showing the available invoices, I cancelled. Now when I try to enter the payment for the balance of all the invoices and credits using "Pay Bill" I can only see the invoices on the list and the "Number of Credits" is "0". The creditor balance in Supplier Centre is the correct amount owing.

I presume I should have NOT cancelled that screen when entering the credits. How do I correct my mistake?

Thanks

Acctd4

It sounds like you've already allocated the Credit automatically.

If you want it to be available again - to apply in the Pay Bills window - go back in to the Bill Credit & change its value to $ 0, then re-save it - This will "unlink" it. Then open it again & edit it back to the correct credit amount & re-save. It will then be displayed as an available credit to allocate in Pay Bills

JohnV

Thanks for your reply. I think I've just made matters worse. As I've never used these features before, and based on your comment "It sounds like you've already allocated the Credit automatically", I decided to just proceed with the Pay Bill process. As stated previously, all that was shown was the two invoices (no credits), so I ticked them both and proceeded with "Pay Selected Bills". As you'd expect it generated a cheque for the value of the two invoice ($188.93) instead of the amount we actually paid ($46.31) being the value of the two invoices less the two credits. Can you please advise how I should go about fixing this?

Thanks

Acctd4

Delete the incorrect Bill Payment & go back in to Pay Bills. When you tick the bill, you should be able to see an amount in Total Credits Available (towards the bottom of the screen)

With the applicable Bill ticked in the list, click on Set Credits to allocate (either all or partially) a credit amount to this Bill. This will then show in the Credits Used column, leaving the balance payable to match your payment.

JohnV

Thank you very much for your assistance. I believe it is right now.

Michael Spink

I assign credits at the time of paying the bills, but if a credit completely covers the invoice, neither the invoice or the credit appear on the remittance advice.

Is there a preference setting to override this or is there a way of assigning a credit to the total payable, not specific invoices?

Acctd4

Unfortunately not @Michael Spink 😬

If you want to still send a Remittance, as a workaround I have a report I create & Memorise. I can then just modify the Supplier/Dates on it when needed:

To create this, just do a Find (from the Edit dropdown menu) & filter for Account > Accounts Payable , applicable Date (or date range) & Name > [relevant Supplier]

(This was also a useful workaround before we had the ability to generate Remittances for Bills paid by Credit Cards)

😊

Michael Spink

Thanks Shaz, I will look into creating that report.