Paying a supplier

Support
1

Not sure if this should be a feature request.

If I elect to pay a supplier using Quickfile - then

  1. an entry appears for that payment in bank account listing.
  2. Then I have to go to into live bank account and transfer the money to the suppliers bank account.
  3. Next day I do a bank statement refresh and my Quickfile bank listing show 2 entries!!! for paying the supplier.

Is there a simple way to either (a) do the above steps 1 & 2 as one action or (b) merge these to entries in the Quickfile bank account listing.

2

I don’t currently use a bank feed so I just record the payment in Quickfile, but I imagine if you are using a bank feed, just make the payment in your online banking or via debit card, direct debit, cheque etc. Then when the transaction comes into QuickFile, tag the payment to the invoice.

You can have rules that match the bank transaction text.

You can create these the first time, but also if you go to Banking > Bank tagging rules you can create the rules to match text and confirm what they do.

I would start with Auto tagging off and you just confirm each one, then when you are satisfied things are working correctly, set Auto tagging to on.

3

But if you want to issue a Remittance Advice you have to go through the full process which gives the two entries as mentioned. I tag the Bank version and then delete the one created when I marked the bill as paid - seems clunky for such a normally smooth system

4

@Macro - Ok. I follow you now. I have never sent remittance advice to suppliers so to be clear:

  • You have created contacts for suppliers with an email address
  • If you Log a payment from the invoice, then this sends an email
  • If you tag an imported bank transaction as a payment for an invoice this does not send an email.

Hopefully, one of the QuickFile team can confirm if this is by design or a bug.

5

To clarify - I don’t use emails as they do not fit my customer requirements - I print the RA and email (after removing the QF references). The process:

Print RA - log as paid

Imported bank transaction appears - now have two entries in the banking log

Delete the manual line in the log

6

Hello @Macro

  • The process of marking an invoice as paid will create a bank transaction for the payment.
  • The process of importing a bank statement or having an active bank feed will also create a payment.

>Is there a simple way to either (a) do the above steps 1 & 2 as one action or (b) merge these to entries in the Quickfile bank account listing.

If you have a bank feed, there is no need to do step 1 as the payment is brought in automatically and you just have to tag it to the invoice the next day when the transaction shows up in the bank (as you have now made the payment in real life)

7

Thanks - I can see the logic - it is the time delay in being able to issue the RA - pay from bank Monday - bank feed available Tuesday - generate RA a day after it appears in their account. I appreciate if I had used email RA sent on Monday and nothing sent when bank feed arrives

8

Hello @Macro

Unfortunately the bank feeds are not in real time, we only import the transactions when

  1. The bank has sent them to us
  2. The bank has flagged the transaction as fully Booked/Cleared

This usually has happened by the next day (which is why we auto run the feeds in the early hours of the morning) but depending on the bank sometimes this happens sooner or later, you can tru refreshing the feed manually.

9

Understood - in the RA email what information is included in @PaidInvoiceList@ please? Does this include the unnecessary QF information?

10

Hello @Macro

Here is an example I just did in my test company to show you.

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11

Thanks it is cleaner than tge text version without the QF reference data. Will educate end user.

Sent without wires

12

Clarifying - mark supplier invoices paid - generates RA email to supplier - and entry that payment has been made. Separate bank payment made.

Bank feed next day creates the second entry. One of the two entries has to be deleted - which one is the best to select please?

13

Hello @Macro

Its up to you, really, see below

  • If you delete the first one the invoice will be marked as unpaid and you would have to tag the new payment to it.

  • If you are going to delete the payment from the bank feed it mat be better to leave it a couple of days as the feed will keep checking for missing transactions and re import it.