Pay suppliers from the suggested payments file

Find this screen

Open: Suppliers > Payment Processing > Generate Payments.

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How to

Pay a single supplier

Select Pay Single supplier.
Choose the supplier from the Code, Short name or Postcode drop-down lists.
Enter the payment details:
- Remittance date - the posting date for the payment.
- Allocation date - the date of the allocation session. The allocation session is used to locate transactions when amending allocations.
  
  Note: When you allocate a payment/receipt, the allocation date will default to either today's date or the remittance date. This depends on what you have chosen as the Default allocation date in Supplier Defaults and Settings.
- Cheque no - prints on the cheque. It is also used as the Reference on the transaction.
  
  Note: If the supplier is set up to be paid using Supplier Payments, the Reference will be used as the reference for the actual bank transfer.
- Second ref- if required.
- Allow cheque value to exceed account balance, if you're happy to allow this.
- Bank account - account the payment will be posted to.
- Messages - select this to add a message.
To process the payment, click OK.

Pay multiple suppliers

You can process payments for more than one supplier at a time. You select the suppliers based on their payment group. This is set on each supplier's account.

You can further filter the suppliers to be paid by analysis code.

Select Pay Multiple suppliers.
Select the Payment group.
If required, select the Analysis heading and value.
Enter the payment details:
- Remittance date - the posting date for the payment.
- Allocation date - the date of the allocation session.
  
  Note: When you allocate a payment/receipt, the allocation date will default to either today's date or the remittance date. This depends on what you have chosen as the Default allocation date in Supplier Defaults and Settings.
- Cheque no - this is the starting number printed on the first cheque. It then increments by 1 for each supplier. It's also used as the reference on the transactions.
  
  Note: If the supplier is set up to be paid using Supplier Payments, the Reference will be used as the reference for the actual bank transfer.
- Second ref - if required.
- Allow cheque value to exceed account balance, if you're happy to allow this.
- Bank account - the account the payment will be posted to.
- Messages - select this to add a message.
Cheque no. This is the number printed on the first cheque incremented by 1 for each payment processed.
To process the payment, click OK.

Payments are posted for all suppliers in the payment group that had suggested payments in the payments file.

Reprint remittances and cheques

Note: You can't reprint remittances and cheques if you have deleted the suggested payments file. However, you can view and print remittances from cloud document storage, if you have set it up to save remittances.

To reprint remittances and cheques:

Select Reprint payments only.
Choose the supplier.
Specify the cheque number again.

Note: This can be different from the cheque number used during the original cheque production.
Click OK.

This reprints the cheques and overrides the cheque numbers stored in the Purchase Ledger, Cash Book and Nominal Ledger.

Pay suppliers with e-Banking

If you subscribe to the e-Banking service with your bank, you can pay suppliers electronically. Any suppliers you want to pay via e-Banking must be in a payment group that uses one of the e-Banking payment methods. These are set on the Supplier settings.

Enter a payment group or supplier account set up for e-Banking.
Enter the required details and click OK.

A payment confirmation message appears which shows details of the bank account, the number of payments and total.
To check the details of each payment, click Show details.
To create the file to send to your bank, click OK.
Choose a file name and location for the file and click Save. This defaults to the details set on the bank account.

If there are any errors in the file, an error log is produced. Click Yes to the error message to see the error log.

You'll see errors if the bank account details are incomplete or incorrect, such as the bank account payee name is missing.

Correct the errors and generate the payments again.

Pay suppliers with Supplier Payments

If you have a Supplier Payments account, you can pay your suppliers directly from Sage 200 using Supplier Payments.

You can only pay suppliers (payees) that have been approved by your Supplier Payments account approver.
You can pay single suppliers, or pay multiple suppliers from the same payment group (Supplier Payments or Supplier Payments and Remittance).
You can only use the generate payments feature to pay suppliers which operate in pound sterling. This is because the generate payments feature only pays suppliers which use the same currency as the selected cash book account (which is pound sterling for Supplier Payments).

You can still make individual payments to foreign currency suppliers using Supplier Payments, you just cannot use the generate payments feature.

Save remittances to cloud document storage

You can set up Sage 200 to save remittances to cloud document storage when you print (or email) them, so that they can be viewed by everyone.

Supplier remittances that have been saved to cloud document storage can be viewed in PDF format.

Open: Suppliers > Supplier List, then select the supplier and click View in Document Storage.

The supplier's folder is displayed in cloud document storage.
Remittances are stored in the Remittance folder.

See Save printed documents to cloud document storage.

Useful info

Paying suppliers from the file

When you come to generate payments you can:

Pay an individual supplier only.
Pay a subset of the suppliers held in the payment file based on either:
- the payment group they are linked to.
- the combination of their payment group and the analysis code linked to their supplier record.

When invoices or payments are not paid

In certain circumstances the automatic process will not include invoices in the file. If you discover expected invoices or payments are missing it may be because:

The supplier has been put on hold.

The on hold status must be removed from the supplier record before any of its invoices will be included in a payments file.
An invoice is under query or dated after the payment date.

Invoices and payments are placed under query on the Supplier Allocations screen.
If a payment would exceed the maximum payment allowed.

If the total of all selected invoices for an individual supplier exceeds the maximum single payment amount your company is willing to pay any one supplier then Sage 200 will ignore all invoices for that supplier. To prevent this happening:
- Allocate all payments to invoices before you generate the suggested payment file to ensure invoices that have already been paid are not selected.
- Review the suggested payments file and remove some of the invoices or reduce the amount being paid from invoices until the total amount is less than your company's maximum allowed payment.
- Increase the maximum amount your company is willing to pay.

What happens when

What happens when I make an automatic payment?

The supplier's account balance is updated (decreased) by the value (including any discount taken) of the payment posted.
The bank account (for the balance sheet) in the Nominal Ledger and Cash Book if used, is credited with the value of the payment.
The settlement discount taken account (for profit and loss) in the Nominal Ledger is credited with the value of the settlement discount, if included.
The creditors control account (for the balance sheet) in the Nominal Ledger is debited with the value of the payment plus any settlement discount.
The entries in the suggested payments file are marked as paid.
Remittance advices and cheques are printed.
If you are using the Sage e-Banking facility, a file is generated.

Use this file to transmit the payments to your bank in accordance with the electronic bank service you are using.
If you are using Supplier Payments, the payment will be submitted to your Supplier Payments account approver for authorisation.

What happens if there are errors?

If a suggested payment cannot be generated for a supplier, the reason will be displayed in the error log.