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Payments made to suppliers can be recorded against each bill to help you keep track of payments applied to date and balance due.

This can be done manually or posted from a supported accounting package via an integration link.

Click here to see if your accounting package supports two-way transfer of supplier payments.

To add a payment manually:

  1. Open the bill.
  2. Click Add Payment.
  3. Select a Payment Method.
  4. Enter the Date Paid
  5. Enter the payment amount.
  6. Enter a reference and any notes (optional).
  7. Select an Account Code (if posting to your accounting package).
  8. Click Save.

Bulk payments

You can record a payment against multiple bills via the In Progress, Pending Approval, Approved or Processed bill list screens.

  1. Go to ServiceTrack > Bills > Select In ProgressPending Approval, Approved or Processed bills.
  2. Select the bills from those shown in the list.

    Select all

    Tick the tick box in the header row to select all bills.

    If you've selected bills and leave this list view (e.g. switch to 'In Progress Bills', a banner will appear at the top of the page letting you know, with a link to clear your selection if you want to.

  3. Click Add Payment.
  4. Select the Payment Method.

  5. Enter the total Amount Paid
  6. Enter the Amount Ex Surcharges for each bill.

    If the payment amount is the same as the balance due, you can double click the field to populate this value.
  7. Enter a reference and any notes (optional).
  8. Click Save.

Edit payment history

Once a payment has been recorded, you can edit or delete the payment record if needed.

If the payment has already been sent to your accounting package, any changes you make to the payment will not be automatically reflected in your accounting package.

  1. Click Payment History or the Payments Applied value
  2. Select the payment record.
  3. Click Edit Payment
  4. Change the status of the payment to In Progress or Pending Approval
  5. Save
  6. Repeat steps 2 and 3 and make your changes to the payment details
  7. Change the status back to Approved
  8. Save.

Delete Payment

To delete a payment record, e.g. if a payment has been created in error, follow the steps above, up to step 6, but instead of making changes to the record, click Delete and confirm deletion.

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