Money Out/Payments

When it comes to making payments, they will most frequently relate to a purchase, these payments should be processed through the Purchases module and relate to a Purchase Order/Invoice from your Supplier.

Learn how to pay suppliers

Bank Payments

The Bank Payment process can be used for money you pay out that does not relate to a purchase or supplier account. This type of payment will only record the necessary accounting entries, it won't generate any physical documents. Some examples for when to use a Bank Payment are:

• Paying wages and salaries
• Paying expenses
• Paying HM Revenue & Customs
• Bank loan repayments
• Miscellaneous, sundry items or one-off payments

Learn about the Wages Wizard

Learn about the VAT Return

To make a Bank Payment, follow these steps:

1. Go to Accounting > Bank payment.
2. Select the bank account you want to make the payment from.
3. Select the nominal code for the opposite entry; the liability you are paying, such as VAT Liability (2202) or P.A.Y.E/N.I Control (2331). Begin typing to search for the correct account code.
4. Select the date of the payment, as a default it is today's date.
5. Enter the details of the payment. This is for your own record, so that you know what the payment is should you need to investigate it later.
6. Select the tax code and tick the check box to automatically calculate tax.
7. Enter the amounts of the payment. If tax is applicable you can enter either the Net or Total and Brightpearl will calculate the tax for you.
8. (Optional) Use the Department, Project and Lead Source fields to relate the payment for reporting purposes.
9. Click the Enter bank payment button.

The Bank Payment is created and the automatically generated reference is displayed. The nominal codes are immediately updated.

Recurring Payments

If you have a regular payment that are always the same, such as bank loan repayments, you can create a recurring transaction. This saves all the details of the payment and lets you define the frequency of the payment. When the next payment is due you will see it on your Repeat Transactions Listing and can create it with a tick and a click!

Here's how you can create a Recurring Bank Payment:

1. Go to Accounting > Bank Payment and enter the details of your payment as usual (as above), using the date of the first payment.
2. Tick the checkbox to make this a recurring transaction.
3. The frequency options are displayed. Specify how often you will be making this payment and how many times; count this entry as 1 so enter how many more you need.
4. Click the Enter bank payment button.

This will only create the record of the payment and not actually post anything accounting. To create each transaction, including the first, you will have to visit the Repeat Transactions screen:

1. Go to Accounting > Repeat transactions.
2. Your due and overdue transactions are listed. You can use the filters at the top to view future transactions.
3. To make a payment, tick the checkbox and click Post to accounts. You can also tick multiple items to pay at once, this will still create a separate payment per line selected.

The transaction is created immediately and no longer listed; it won't let you post anything twice.

Supplier Payment List

The Supplier Payment List provides a record of all the payments you have made that are relating to purchases and suppliers, it does not include manual bank payments or recurring bank payments. You can use this report to see how much you have paid your suppliers for a particular time period, project or department. Go to Reports > Accounts > More to view the report.