Invoice Payment Details

The Invoice Payment Details File allows you to create or change a payment for a supplier invoice payment, a batch payment or a deposit payment.

From Polygon Back Office,

Access the Suppliers File by clicking the Suppliers button on the toolbar,

Select the appropriate Supplier and click the Supplier Transactions button,

The Supplier Transactions File will be displayed,

Choose any filtering options and then click the Get Records button to view the transactions list,

Highlight the Invoice you wish to record a payment for, then click the Pay button,

If this is the first payment to be entered for this invoice the Invoice Payment Details form will load immediately, otherwise, the Invoice Payments File will be displayed.

•Enter the payment date. To enter a date using a Date Picker box, right click on the Date text box;

•Enter the amount to be paid in the Amount field. If you are paying the balance in full, click on the double arrows to the right of the Payment Amount field and the balance will be automatically entered.

You may enter a cheque number, or click the Next Cheque button to select the next cheque number automatically;

This option is available when a new payment is entered. Ticking this tick box will generate a Remittance Advice report when the payment is created. The remittance Advice report can be saved as a PDF, printed or converted into a CSV file which can be opened with spreadsheet programs.

When opening a saved payment, you may print the cheque directly, with remittance details by clicking the Print Remittance Advice button. Printable cheque forms vary significantly. To ensure you obtain correctly formatted cheque forms, print a Polygon Back Office sample cheque on plain paper and take it to your Bank before ordering. A cheque number must be entered to enable this feature. This button is only available when opening saved payments.

If you are paying by electronic transaction, choose the Account to pay from, then tick the Direct Credit tick box.

The Notes tab is a free form field which allows you to enter additional information relevant to this payment.

Note: To easily see if notes have been entered for the payment. Look for a magnifying glass icon shown on the notes tab. If the magnifying glass icon isn't shown there are no notes for this payment.

Once the payment details have been entered click OK to save the payment and return to the Invoice Payments File where you can enter any additional payments for this invoice.