Import payments to supplier into Reckon desktop

Hi Everyone

thanks for taking time to read my post

we have a major supplier, literally has hundreds supplier's invoices coming into Reckon per month. that was not an issue to mark off when we pay them fully in one go.

However, when we start to pay this supplier in 2 or 3 partial payments for the whole month invoices, marking off which invoices has been paid become time consuming as we need to match up the paid invoices with suppliers’ statement which they have different system.

I have asked the Reckon Community before that if there is extra column option to have invoice date showing on the “bill payment” page which will making the marking off process much easier but the answer was no

Now I am onto “import payments into reckon” my question is

1 is it a must to have 2 lines for every invoice? If it works, will it auto allocate to the matching invoice?

!TRNS	TRNSTYPE	DATE	ACCNT	NAME	AMOUNT	DOCNUM
TRNS	BILLPMT	19/03/2026	CBA	ABC	-730	485921-706
SPL	BILLPMT	19/03/2026	Vendor	ABC	730	485921-706
TRNS	BILLPMT	19/03/2026	CBA	ABC	-25.3	775921-706
SPL	BILLPMT	19/03/2026	Vendor	ABC	25.3	775921-706
TRNS	BILLPMT	19/03/2026	CBA	ABC	-150	285921-706
SPL	BILLPMT	19/03/2026	Vendor	ABC	150	285921-706

2 can i have a total for the SPL ? if yes, will it auto allocate to the matching invoice?

!TRNS	TRNSTYPE	DATE	ACCNT	NAME	AMOUNT	DOCNUM
TRNS	BILLPMT	19/03/2026	CBA	ABC	-730	485921-706
TRNS	BILLPMT	19/03/2026	CBA	ABC	-25.3	775921-706
TRNS	BILLPMT	19/03/2026	CBA	ABC	-150	285921-706
SPL	BILLPMT	19/03/2026	Vendor	ABC	905.3

thanks so much for your time, looking forward to your reply. any help would be appreciated, even the answer is a no go.

Cheers

Jenny

Accepted answers

Acctd4

Hi @jenny_9151212

Although still manual, you might find customising the Unpaid Bills Detail report helpful ?

Whilst you can't add columns to the Pay Bills window itself, you can filter & customise a report to match it, that includes whatever info you need, then Memorise it, to re-use each time with new filters ! 😁

I modified this one to remove the Ageing column & added the Description, Terms & Due Date columns instead 😊

… & filtered it for bills due by 10/12/23 (this is a old sample file lol!) :

… as per my Pay Bills window:

You can find this report under the Reports dropdown > Suppliers & Payables :

All comments

Datarec

Hi Jenny,

Where did you get your example from for what a Bill Payment should look like?

The screenshot you have provided shows that you did not include the correct header structure (row 1, 2, 3) and you did not include the "ENDTRNS" row (row 6 in the example below) that separates one transaction from another.

Importing a bill payment transaction will not automatically allocate it to a specific bill transaction.
There is no mechanism that would allow 'linking' a bill to a bill payment, or an invoice to an invoice payment.

Once imported you would need to manually apply the bill payment to its respective bill transaction.

jenny_9151212

thanks for your reply,

My example is a quick read of help page in Reckon plus a post example for customer payment. i am sorry😥

i have been using IIF. import for timesheets and found it is easy and effective. only 5 columns.

how come the payment import requires so much information and still not finishing off the job, which still asking a manual apply. Sounds like the spreadsheet only create a credit for the supplier invoice.

cheers

Jenny

Datarec

The IIF requires as much info as is necessary to create the transaction, providing the same info as what would need to be entered/selected if that same transaction is being created by a person using the Enter Bill or Enter Bill Payment screens.

The bill-payment import only creates the payment.

It has no way to indicate which specific bill(s) it should be applied against.

Just as entering a bill payment and then specifying which bills it should be applied against are two separate actions.

enter the bill payment info
select which bill it should be applied against (and if multiple bills, how much to apply to each one)

Acctd4

Hi @jenny_9151212

Although still manual, you might find customising the Unpaid Bills Detail report helpful ?

I modified this one to remove the Ageing column & added the Description, Terms & Due Date columns instead 😊

… & filtered it for bills due by 10/12/23 (this is a old sample file lol!) :

… as per my Pay Bills window:

You can find this report under the Reports dropdown > Suppliers & Payables :

jenny_9151212

HI Shaz

thank you for your new way of doing things

Unfortunately, this is only for 1 supplier and all the invoices due the same day. 30 day EOM. for the same month invoices, there are hundreds to mark off by 3 or 4 instalments. for the last time, i had to manually mark off 100 invoices dated for 2 weeks period one by one as something wrong with the order of 'pay bill' window, which does not exactly match up with the statement report.

However, you have given me another report, which has something i needed.1st screen shot is the report i normally use to match up with our supplier's statements. when i got to the 'pay bill' window -2nd picture, it has different orders for those same period invoices.

But for some reason, your unpaid bill details report -3rd screenshot has the same order to the 'pay bill' window, which will save me heaps of time and worry. thank you so much. i am very much appreciate the time you have put in to help me. thanks

Cheers

Jenny 😀