jobbag help accounts numerous windows working together
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jobbag help accounts numerous windows working together

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NUMEROUS WINDOWS WORK TOGETHER

Numerous windows work together to perform the tasks around managing payments. Those involved are:

  • Create payment
  • Browse Payments (and then in toolbar order)
    • Find payments
  • Create payment (same window as accessed through Create Payments)
    • Edit payment
    • Outstanding invoice
    • Associated costs (Apply costs)
    • Payment defaults
    • Payment reporting
    • Cancel/delete/reverse payments
    • History
  • Create payment journals.
    • Periodical payment

The Create Payment window is used to record cheque payments to suppliers and to record direct debits from your bank account.

Fields and Functions Legend: D= Display only L=Lookup Field O=Optional Entry

Refer below for information regarding the fields making up the Create Payment window.

  • Date - Today’s date automatically displays. The date should be the date recorded on the cheque, or the date the direct debit was recorded
  • Period- Depending on preferences set by the System Administrator, JobBag will either try to place a payment into the period that matches the payment date or will always default to the current period.
  • Current period is either: the payment date and the accounting period are the same or the System Administrator has JobBag set to default to the “current period”.
  • Other period is some period in the future (that you select) other than Current Period.

Note: If you choose “Other Period”, the Select Period window displays a list for you to select a future period from:

  • Draw on Bank account this payment is to be made from.

Note: The account marked in the “Amend Bank Account “ displays by default.

  • Supplier [L] Code identifying the supplier being paid; the short name displays to the right
  • Amt outs [D] Amount that is currently outstanding on all invoices from this supplier
  • Cheque No Either the:
    1. Cheque number that will apply to this payment
    2. Words:

’Print Cheque’- indicating JobBag will supply the correct number after it has done the next cheque run

Note: Cheque printing must be turned on in two places. In Banks and Accounts and in Payment defaults. If it is not on, you will not be given the opportunity to enter ‘Print Cheque’
‘Direct Debit’ - indicating the payment is being entered from the bank account and did not involve a cheque
‘BPay’ - indicating the payment is being entered from the bank account via BPay and did not involve a cheque
* Amount Amount of the payment being entered
* Notes [O] Add information for later reference
* Table area JobBag displays all outstanding invoices and looks to see if a discount for early payment has been recorded for the selected supplier. It then allocates the amount entered above against the oldest outstanding invoices. All figures in the Discount and Pay columns can changed individually by the user or cleared entirely through the button{{ jobbag_help:accounts:numerous_windows_working_together_pict5.png?78 }}
* Inv no [D] Number of the outstanding invoice
* Dated [D] Date of supplier’s invoice
* Inv amt [D] Amount of supplier’s invoice
* Outs [D] Amount currently outstanding
* Discount Calculated amount for early payment if recorded in the Suppliers window AND/OR any negotiated discount amount
Note: A ‘blank’ indicates it may no longer be deserved
* Amt due [D] Amount Due
Note: A * indicates it may be due or overdue
* Pay Amount allocated to this invoice. It may be JobBag’s calculation or yours

Totals area

  • Totals [D] Totals of the above columns.

BEHIND-THE-SCENES [GST ONLY]

For organisations that pay their GST on the ACCRUAL basis, payments against supplier’s invoices do not impact GST calculations in the General Ledger at all. The claim for GST charged by Suppliers arises when the supplier’s invoice is entered. A payment only affects GST in the GL when:
* Don’t Credit’ line applies costs to overheads or jobs, or
* Discount is applied to a supplier’s invoice.
For organisations that pay their GST on a CASH basis, the processing of a payment moves the GST credit from the GST Accrual Liability account in the General Ledger to the GST Cash Liability account. ‘Don’t Credit’ amounts and discounts work the same way as in the accrual basis.

FOLLOW THESE STEPS TO CREATE A PAYMENT TRANSACTION

1. Select Create Payments through the Accounts menu.

Result: The Create Payment window displays.

2. Accept or amend the Date that automatically displays. 3. Accept or amend the Period displayed.

Note: The period displayed matches the systems date which may not be the current accounting period. By clicking the{{ jobbag_help:accounts:numerous_windows_working_together_pict6.png?20 }} you have the option to change the period to the current accounting period or to a future period of your choice

4. Accept or amend the bank this payment is to be Drawn on.

Note: The default shown is the bank set up in the Banks window as the{{ jobbag_help:accounts:numerous_windows_working_together_pict7.png?136 }} . You cannot enter a cheque on an
account that is not set up as a{{ jobbag_help:accounts:numerous_windows_working_together_pict8.png?130 }} in the Banks window.

5. Enter the Supplier code for the supplier you are paying.

Tip: If the exact supplier code is unknown, either enter a ‘?’ or the first letter(s) of the code and press [Enter] or the magnifying glass to select the specific supplier from the Select a Supplier window.
Notes: Once the supplier is selected, JobBag fills the window with all the information it has on outstanding invoices for the supplier. If this payment is a GST or PAYG Withholding tax remittance, see below If a message stating no ABN has been recorded displays, see below

6. Does JobBag print your cheques and provide the Cheque No?

  • If yes, accept the field with the words Print Cheque
  • If no, enter the cheque number you have written for this supplier.

Notes: If payments have been made by direct debit, press the letter ‘D’ and [Tab] to change the field information to Direct Debit.

7. Accept or amend the Amount, ensuring it correctly reflects the amount you intend to pay either by cheque or direct debit . 8. Enter a Note, if desirable.

Tip: Notes become valuable resources, telling you the story of why payments are made.
Notes: Pressing [Tab] causes JobBag to display all outstanding invoices and look to see if a discount for early payment has been recorded in the Suppliers window. It then automatically allocates the payment amount against the oldest outstanding invoice(s) for this supplier.
The list may display supplier invoices, credit notes, or amounts that the supplier is in credit. Invoices will be positive numbers. Credit notes and amounts in credit will be negative numbers.
When allocating amounts against a payment negative numbers can be offset against positive numbers.
Example: If an invoice for $1000 and a credit note for $-1000 appears in the list, you can enter $1000 against the invoice and $-1000 against the credit note. Then the cheque amount can be allocated in full against other invoices. When the payment is saved all lines will have their outstanding amounts updated.

9. Closely look at each invoice line and determine the amounts to be allocated in the Discount and Pay columns.

Tip : Clicking the{{ jobbag_help:accounts:numerous_windows_working_together_pict10.png?91 }} button clears all the amounts applied by JobBag which is useful if the invoices affected are not the ones you want to be covered by this payment.
Notes: You can manually add a discount to an invoice

Notes: If you enter a discount amount against an invoice that has had a discount amount applied to it earlier it will cause a message similar to this one to display.

If you do not want to allocate the amount to any of the displayed invoices, place the cursor in the last Pay field and press [Tab] then refer to Creating a Payment – No Outstanding Invoice below.

10. Have you allocated the entire amount to the existing outstanding invoices and are the invoice and credit amounts all correct?

  • If yes, go to step 11
  • If no, a message similar to the one below displays

Refer to Creating a Payment – No Outstanding Invoice below.

11. Press [Enter] to save the payment details.

Results: If an invoice lines remain where a discount is recorded but no payment allocated to it, the discount will not be taken into affect. A message similar to his one displays.

A blank Create Payments window displays ready to accept the details of the next payment

12. Repeat steps 2 through 11 until all payments have been entered.

13. Click the to close the window.

NO OUSTANDING INVOICE

There are several reasons why JobBag will display a message similar to the one shown above:

  • You are entering an amount for a supplier and there are no outstanding invoices.
  • The amount entered is larger than the sum of the outstanding invoices, or
  • You are entering a payment that has nothing to do with the invoices displayed (you entered an amount on a blank line by pressing [tab] from the last pay field).

You have three choices – to Credit Account, Don’t Credit account or do Neither.

  • - Prepayments – if you have to pay a supplier in advance, and you have yet to receive the invoice, you can enter the payment and leave the amount unallocated, in other words you will credit the account of this supplier. After receiving the invoice, you are able to allocate the credit balance to the invoice. Use this to deal with overpayments as well.
  • - Other payments – if you have to make a payment that is not related to an invoice or work that a supplier has been doing for you, you do not want to put their account into credit but you still need to enter the payment into JobBag – e.g. Electricity deposits, lease payments, rent payments, loan repayments, etc.

Note: Anything entered as a “Don’t Credit’ is allocated as a cost to either overheads or a job that you specify.

  • - Do not do anything and return to the Create Payments window.

Follow these steps to allocate amounts to either credit the suppliers account or to record amounts that are not associated with supplier invoices.

Note: This may apply to amounts greater than the amounts of outstanding invoices or you may simply want to assign amounts to ‘Credit’ or ‘Don’t Credit’ the account. To allocate a specific amount to Don’t Credit or Credit, place the cursor in the last Pay field and press [Tab]. A new line is created and you are given the opportunity to credit the account or not.

Steps=>Action

1. Follow the steps for Creating a Payment until a message displays, nominating an amount still to be allocated.

2. Do you wish to credit the supplier’s account?

  • If yes, click , enter a Note for later reference and go to step 8
  • If no, click and go to step 3.

3. Enter:

  • A Kind code to apply all or part of the unallocated amount to

Note: The first line is usually filled in using the Supplier’s usual kind and the job OVER – these can be changed.

  • A Job number (usually this is the job OVER)
  • A correction code in the AC field, if one applies
  • An amount in the Cost field or accept the amount shown
  • A Note for future reference.

Notes: JobBag calculates the GST as you enter the value of each line in the Apply Costs window. If, for whatever reason, this payment does not have a GST component, click the{{ jobbag_help:accounts:numerous_windows_working_together_pict23.png?49 }} button. If you decide you want GST to be calculated on the value of the lines, click the{{ jobbag_help:accounts:numerous_windows_working_together_pict24.png?52 }} button. OR – if you want to specify the GST value click in the GST field and change the amount to one of your choosing.
NB: Make sure you are meeting your tax responsibilities if you calculate GST manually.

4. Repeat step 3 until the total amount has been allocated.

5. Press [Enter] to save the allocation of costs.

Result: The main Create Payment window redisplays, indicating you have not credited the suppliers’ account

6. Is the amount allocated correctly?

  • If yes,go to step7
  • If no, click the ‘Don’t Credit’ field to redisplay the Apply Costs window.

7. Enter a Note to explain why this payment is a Don’t Credit or contains a Don’t Credit line (required).

8. Select s to save the payment details.

Result: A blank Create Payment window displays ready to accept the details of the next payment.

9. Procedure complete. Click the to close the window.

GST OR PAYG WITHHOLDING TAX REMITTANCE

Follow these steps to create a payment to the tax authorities for remittance of GST and/or PAYG Withholding tax.

Steps=>Action 1. Select Create Payments through the Accounts menu.

2. Accept or amend the Date that automatically displays.

3. Accept or amend the Period displayed.

Note: The period displayed matches the systems date which may not be the current accounting period. By clicking the{{ jobbag_help:accounts:numerous_windows_working_together_pict28.png?13 }} you have the option to change the period to the current accounting period or to a future period of your choice.

4. Accept or amend the bank this payment is to be Drawn on.

Note: The default shown is the bank set up in the Banks window as the{{ jobbag_help:accounts:numerous_windows_working_together_pict29.png?71 }} . You cannot enter a cheque on an account that is not set up as a{{ jobbag_help:accounts:numerous_windows_working_together_pict30.png?63 }} in the Banks window

5. Enter the Supplier code for the tax authority you are paying.

Note: This must be the same code set in the GST Defaults window

6. Do you want this transaction to be treated as a tax remittance?

  • If yes, click Yes and enter the amounts you are paying for GST and/or PAYG Withholding Tax.

Note: If there are other types of tax that you are remitting, add these on subsequent lines of the window

  • If no, the entry is treated like any other payment.

7. Does JobBag print your cheques and provide the Cheque No?

  • If yes, accept the field with the words Print Cheque
  • If no, enter the cheque number you have written.

8. Save the payment record by pressing [Enter].

9. Procedure complete.

Note: Cheque printing must be turned on in two places. In Banks and Accounts and in Payment defaults. If it is not on, you will not be given the opportunity to enter ‘Print Cheque’

WHERE NO ABN HAS BEEN PROVIDED

What’s different

When you get to step 5 of the procedure Creating a Payment (above) you will be warned by JobBag that an ABN has not been recorded for this supplier.

If you now have the ABN, click Yes and enter the ABN in the displayed window.

If you do not have it, click No, and check to ensure you have given the supplier the 28 days notice as required by law before proceeding with this payment.

Note: If you enter the word ‘temp’ it will treat this payment as if an ABN had been recorded for one payment only. The ABN is cleared after the next payment is completed

(Note there is a bug - and a bug job has been written DEVT 1253 - the withholding tax is not processed correctly when there is no ABN)

A blank Create Payments window displays ready to accept the details of the next payment. 12. Repeat steps 2 through 11 until all payments have been entered. 13. Click the ' to close the window.


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