Payment to supplier

[BOAKYE]

Kindly walk me through how to enter payments to a supplier

[Joe91]

1. Open your browser
2. Navigate to here Record a payment | Manager
3. Read the text - all of it
4. If you have any further questions, come back here with a more detailed question

[BOAKYE]

thanks so much

[danowagroup]

Thanks for opening this subject, no doubt Manager is very efficient and effective solution for small businesses, however there are few things need attention and must be modified to make it even better solution:
A)The receipt and payment process is bit complicated and confusing for the users, not able to properly allocate the invoice reference number to each payment or receipt voucher, showing all the reference number even though we allocate. This create lots of issues as even the amount of the amount not appearing which paying or receiving, this is making life very difficult.
B)The issue also that if any invoice paid Manager still allow to pay (even same situation when receiving money), there must be a control that minimize the chances of errors and duplication, either intentionally or unintentionally human errors occur but system should have a check. Manager is generating more than one payment voucher against one purchase invoice, which is complicating and confusing….

Perhaps these were discussed earlier but still are important from the user acceptability aspect.

Hope will be consider to improve in near future.

Best regards

Team DanOwa

[Ealfardan]

@danowagroup

The receipt and payment process is bit complicated and confusing for the users, not able to properly allocate the invoice reference number to each payment or receipt voucher, showing all the reference number even though we allocate. This create lots of issues as even the amount of the amount not appearing which paying or receiving, this is making life very difficult.

There are solutions available:

• Create a receipt with multiple lines and then manually select invoices for each line. But you don’t want to do that, right?

Or you can:

• Go to Customer Statements (Unpaid Invoices) report and Copy to new receipt. It should prefill the lines with all the invoices. You can then delete the lines you don’t want. That’s how I do it. This would also solve your point (B)

[danowagroup]

Many thanks for your advice @Ealfardan, however these work-arounds are good if the company have only few invoices (sale/purchase), it’s not good we are telling to the users such basics are currently not available (even not in the road-map).

The users compare Manager with other solutions and they found it strange why not in Manager? We can’t give lame excuses like not available due to the Database structure etc etc.

@lubos this is very important to get users trust by including such basics functionalities in Manager.

[Ealfardan]

So what alternative do you suggest?

[sharpdrivetek]

@danowagroup

A)The receipt and payment process is bit complicated and confusing for the users, not able to properly allocate the invoice reference number to each payment or receipt voucher, showing all the reference number even though we allocate. This create lots of issues as even the amount of the amount not appearing which paying or receiving, this is making life very difficult.

it is easier and takes lesser number of actions to record a receipt if you open the invoice and select New Receipt button. the same is true when entering a single receipt for multiple invoices when you use Copy to New Receipt from Customer Statements (Unpaid Invoices) report.

@danowagroup

B)The issue also that if any invoice paid Manager still allow to pay (even same situation when receiving money), there must be a control that minimize the chances of errors and duplication, either intentionally or unintentionally human errors occur but system should have a check. Manager is generating more than one payment voucher against one purchase invoice, which is complicating and confusing….

this is needed for flexibility. Manager does not restrict users if they wilfully want to make excess payment for an invoice. to eliminate human errors you can follow the methods I explained above because the unpaid invoices report will not show fully paid invoices and also the invoices have a status column clearly visible.

[danowagroup]

@Ealfardan Manager must also follow the norms and standards which other solutions in the market are following, this will gain more trust of the users.

@sharpdrivetek flexibility is good, however system must have check and balance to avoid human errors.

[Ealfardan]

@danowagroup

Manager must also follow the norms and standards which other solutions in the market are following, this will gain more trust of the users.

There is no norms. Every software has it’s own unique way of handling things with the exception of large ERPs which tend to do things pretty similarly. I guess you wouldn’t like it when I say that these ERPs are relational (tabular) databases and Manager isn’t.

Anyway, you left us with nothing except speculation so I’m going to speculate that this is the solution that you are looking for:

• Go to either of Sales Invoices tab or Customers tab then drill down to invoices
• Press a button – let’s call it Record Payment, that should appear in all invoice table views
• After pressing the button, checkboxes appear and you can search for what you want and then select the invoices by checking their boxes.
• At the bottom of the page you get Create Receipt (to pay all invoices in a single receipt) and/or Batch Create Receipts (to create a receipt of each invoice) and Cancel (just for the fun of it).

That’s pretty much how it’s done in Oracle, SAP, Dynamics, Odoo and IFS. Is that an acceptable solution for your users?

[sharpdrivetek]

@danowagroup

@sharpdrivetek flexibility is good, however system must have check and balance to avoid human errors.

that is why Manager has the status feature where the invoice is flagged as Overpaid. this gives the user necessary information about an intentional or unintentional action.

@Ealfardan

Is that an acceptable solution for your users?

for me these seem tedious than utilizing the unpaid invoices report.

[danowagroup]

Guys this is another solution, while making payment, it shows the invoice with details and checkbox to select, not necessary the same design but as a function yes it’s much needed:

[Ealfardan]

@danowagroup

while making payment

So the crux of the issue is only about the order of steps and not about what what steps to follow. Why is selecting invoices after the payment form has been load any better than selecting invoices first and then loading the payment form?

What you suggest is mixing a query with an entry form which is highly unlikely to be implemented, because this will hinder performance.

Also is that ERPNext? It looks like it. Could you please share your thoughts on how it compares to Manager with respect to load and response times?

[AJD]

I do think that there is a need for invoices (both sales and purchase) to be given a status when they have payments or receipts directly allocated to them (but not those invoices that have “Automatic” allocations made to them). This would allow the invoices that are fully allocated, with direct allocations to them, to be eliminated from the drop down lists.

There could be three allocation statuses:

1. partly allocated
2. fully allocated
3. over allocated.

Then exception reports could be developed for the various allocation states and also a separate report for invoices, payments and/or receipts associated with Automatic allocation.

[Ealfardan]

@AJD

I do think that there is a need for invoices (both sales and purchase) to be given a status when they have payments or receipts directly allocated to them (but not those invoices that have “Automatic” allocations made to them).

But then the list of invoices wouldn’t tie in to the due amount. That would be confusing.

[Tut]

I am closing this topic. The original question was how to enter a payment. That question was answered to the originator’s satisfaction.

If others want to begin discussions about changes to the recording procedures for payments, please start a new topic.