You can make payments to both the suppliers and non-suppliers by setting up and allocating payments. Save time and effort by quickly setting up multiple payments. You can also make a payment finite or infinitely recurrent. The Payments topic gives the steps to manage everything related to the payments. Click the below links to view the steps.

• Browsing Payment Records
• Setting up Supplier or Non-Supplier Payments
• Viewing Payment Details
• Removing or Emailing Payments in Batch
• Splitting Quick Payments
• Viewing Payments Summary
• Setting up Quick Payments
• Allocating Payments
• Making Payments Recurrent
• Removing Payments Record

Browsing Payment Records

To browse all payment records, complete the following steps.

1. Log in and click to select the required business.

2. The Customers page appears. On the left panel, click Banking > Payments.

3. The Payments page appears. View the payment records. The columns are described in the table below.

Setting up Supplier or Non-Supplier Payments

You can set up detailed and quick payments for both suppliers and non-suppliers. The detailed payment record allows you to enter more details than a quick payment record. Note that the details required for supplier and non-supplier are different. The quick payment might be ideal if you want to quickly set up multiple payments. The quick payment is indicated by a * with its document number.

Detailed Payment

Supplier

1. Log in and click to select the required business.

2. The Customers page appears. On the left panel, click Banking > Payments.

3. The Payments page appears. To start adding a payment record, click New.

Tip

Skip a few steps to move to the Supplier Payment page by doing the following.

Move the cursor over

From the quick menu, click

5. The Supplier Payment page appears. To set up the payment record, enter the following details.

FIELD	STEP
SUPPLIER	Supplier for whom you are setting up the receipt.
PAYEE	This field is applicable for a non-supplier.
DATE	The payment setup date. Depending on the settings, the date can be the current date, last transaction date or no date. To view the steps to set, click here. You can set the date up to 5 years beyond the current set accounting period.
AMOUNT	Enter the amount you want to allocate to the supplier invoice.
PAYMENT TYPE	Payment type.
REF. NUMBER	Unique reference number.
Date	Based on the supplier name selection, this field is auto-filled.
Type	Based on the supplier name selection, this field is auto-filled.
Doc No.	Based on the supplier name selection, this field is auto-filled.
Notes	Based on the supplier name selection, this field is auto-filled.
Amount	Based on the supplier name selection, this field is auto-filled.
Paid to-date	Based on the supplier name selection, this field is auto-filled.
Unpaid	Based on the supplier name selection, this field is auto-filled.
Discount	Enter discount, if any.
Paid	Based on the value entered in the AMOUNT field, enter the allocation amount. The value under the Amount Left to Allocate column updates.
	To allocate, tick.

Optional: To have Surf Accounts auto-allocate, click Auto. To reverse allocation, click Reverse.

6. To save the payment record, click Save.

Non-Supplier

1. Log in and click to select the required business.

2. The Customers page appears. On the left panel, click Banking > Payments.

3. The Payments page appears. To start adding the payment, click Add.

4. The Customer Receipt page appears. Click on the PAYEE field, select the payee and enter the following details and click Save to save the payment.

FIELD	STEP
PAYMENT DETAILS heading
PAYEE	Manually enter the payee name or click to select the payee from the Payee window.
DATE	The payment setup date. Depending on the settings, the date can be the current date, last transaction date or no date. To view the steps to set, click here. You can set the date up to 5 years beyond the current set accounting period.
AMOUNT	Payment amount available for allocation.
PAYMENT TYPE	Payment type.
REF. NUMBER	Unique payment reference number.
BANK DETAILS heading
BANK ACCOUNT	Bank account to which allocation is credited.
Gross Amount	Gross invoice amount. It cannot exceed the amount displayed in the AMOUNT field.
VAT Code	Applicable VAT code.
VAT Amount	VAT amount.
Nom. Code	Nominal code. This is a mandatory input.
Description	Auto-filled with the selected nominal code name.

5. Depending on the difference between the available and remaining allocation amount, the figure is shown.

6. The non-supplier payment is set up on the Payments page.

Setting up Quick Payments

The quick payment feature allows you to quickly set up multiple payment records for both suppliers and non-suppliers, split the payment amount and also allocate the payment to supplier invoices. To set up a quick payment, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Banking > Payments.

3. The Payments page appears. Click [Quick Add].

4. The Quick Payment page appears. Enter the following details.

FIELD	STEP
BANK ACCOUNT	Bank account from which the transaction is processed.
Date	Payment setup date. You can set the date up to 5 years beyond the current set accounting period.
Payment Type	Enter the payment method.
Ref. No.	Enter a unique reference number for the payment.
Supplier	To select the required supplier, click on the field and then select the supplier name. To set up a new supplier on the go, click . To set up a quick payment record for a non-supplier, leave the field empty. This is a mandatory input.
Notes/Payee	By default, the supplier name is auto-filled. You can update with custom notes. To set up a quick payment record for a non-supplier, enter the name of the supplier.
Amount	Enter the allocation amount.
VAT Code	Select the applicable VAT rate.
VAT	The value in this field is calculated on the basis of the values in Amount and VAT Code fields.
Nom. Code	Select the nominal code.

5. To save the quick payment details, click [Save].

Optional: To allocate the quick payment, click Allocation.

6. The Allocations window shows all invoices for the selected supplier.

7. Depending on the amount available for allocation, as shown in the Amount Left to Allocate heading, select the for the required invoice.

8. To save the allocation, click Save.

Use the following hotkeys to perform your operations:

Viewing Quick Payment Details

To view the details of a quick payment, on the Payments page, click anywhere on the row.

If you sort any column other than Date, then the Date column is also sorted accordingly.

Removing or Emailing Payments in Batch

Removing in Batch

1. On the Payments page, tick the box under the Email button.

2. All records are selected. You may also customise your batch by manually selecting the records.

3. Click the Delete button. The selected records are removed.

4. In case one or more records cannot be removed, a message appears. You can deselect such records and remove the rest.

Emailing in Batches

1. On the Payments page, tick the box under the Email button.

2. All records are selected. You may also customise your batch by manually selecting the records.

3. Click the Email button. Selected records are emailed to the respective customers.

If one or more records do not have email IDs already set up, you will need to enter the email ID in the window that appears. You may set the email temporarily or in the records by ticking the  Save email address to contact box. 
If you do not tick the box, the message will appear every time you email the invoice to the particular customer.

Optional: To view the status of the email delivery, on the left panel, click Purchases > Suppliers. On the Suppliers page, click and then click View. The Activities tab shows the status.

Splitting Quick Payments

You can split a quick payment amount into as many parts as required while ensuring that the total of the split parts is equal to the payment amount. Note that split is allowed only for non-suppliers. The split amounts also reflect in the invoice. To split a quick receipt, complete the following steps.

1. On the Quick Payment page, click the quick non-supplier payment record and then click Split.

2. The Splits window appears. To split, complete the following steps.

1. 1. Click the rows below and divide the original payment amount into as many parts as required.

      

   2. Assign nominal codes to each split part by clicking the button under the Code column.
   3. To ensure that the total of the split parts is equal to the original invoice amount, click Adjust Total. The amount under the Unallocated Amount column should be zero.

      

   4. To save the split, click Save.
   5. The word Split indicates a split payment.

      

Viewing Payments Summary

The Payments page shows the summary of all payment transactions. To view, complete the following steps.

1. Log in and click the required business.
2. The Customers page appears. On the left panel, click Banking > Payments.
3. The Payments page shows payments figures month to date, year to date and unallocated.

Allocating Payments

You can allocate payments to supplier invoices. Non-supplier payments are allocated at the time they are set up. To set up allocation, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Banking > Payments.

3. The Payments page appears. To start allocating, click for the required payment record and from the inline menu, click Allocation.

4. The Allocation for Payment page appears. Based on the allocation amount available, do either of the following:

1. 1. To have Surf Accounts allocate automatically, click Auto.
   2. To manually allocate, click for the required invoices and enter the allocation amount under the Pay column.
   3. To save the allocation, click Save.

Removing Payments

To remove a payment, complete the following steps.

1. Log in and click the required business.
2. The Customers page appears. Click Banking > Payments.
3. On the Payments page, click corresponding to the row showing the payment summary and in the inline menu, click Delete.
4. The Confirmation Message window appears. On the Confirmation Message window, click [Delete].

If you delete an allocated payment, the allocation will be reversed.