You should not start this section until you have completed the other elements of the purchase ledger - primarily the entry of purchase invoices.
Also make sure that you have the current period open. If you have not opened a period to which you can post transactions, see the section earlier in this Tutorial on opening Accounting Periods.
Note
As you might imagine, this section in the purchase ledger almost exactly mirrors the section in the sales ledger on invoice Receipts. If you have already covered that section, you can probably skip this.
Use the purchase Payment function to inform Enterprise 6 which bills you paid - in other words to 'allocate' the payment against the invoice(s) issued to you by your supplier.
You need to raise a cheque to Fruit International. Choose 'purchase Payment' from the purchases menu in the purchase ledger volume.
The invoices Quick Search window appears. If you click [Find] without typing anything, you will be given a list of all invoices for which complete payment has not been issued. However, you know that the Payment is for Fruit International, so type "Frui" and click [Find].
A list of purchase invoices will appear, including some examples we have already produced for you. The invoice details, invoice value, total paid and total due are all shown.
Enterprise 6 will handle full or part payment of single or multiple invoices.
Choose 'Select All' from the Edit menu, or type <Command-A> (Macintosh) or
Click the [Payment] button at the foot of the list.
The Payment dialogue box appears.
Enterprise 6 tells us in the 'Total Due' that we owe Fruit International more than £5,000 (in the example shown). But we are not paying in full.
Enter a payment of £1,050 on account in the 'Amount' box.
Enterprise 6 defaults to the current date, but you can override this by overtyping.
Enterprise 6 also defaults to your standard Bank Current Account (set in Preferences in the Data Manager volume). If you wish to make this payment from your Building Society Account, or your Bank Deposit Account, you can specify the general ledger account number in the Bank box.
Note
Remember that, if you wish to override the default bank account, you can get a pop-up selection list by entering a wildcard, so you do not need to remember the appropriate general ledger codes.
Click [OK].
If you have the current period open, you can now go ahead and confirm the allocation. Otherwise, select an open period for posting.
The purchase Payments Allocation dialogue box will appear.
As a default, Enterprise 6 automatically allocates to the oldest invoice first.
Where a payment on account is made to a number of invoices you will often see that the oldest invoices have been marked as paid in full (the allocated amount equals the total for each invoice). The most recent invoices may not have not been paid at all (the sum received was insufficient to cover these), or they may have been part paid.
If you wish to change the allocation, you can click on any of the invoices shown and alter the sum. At the end of the process, your changes in allocation must equal the sum received, or Enterprise 6 will not allow you to post this transaction. The Remainder figure shows how much remains unallocated.
Once you have finished, click [OK] or hit the <Enter> key. If you have the ChequeWriter companion volume and have set it up appropriately, you will now be asked if you would like to print a cheque and/or a remittance advice for this payment. See the ChequeWriter chapter for more details.
Enterprise 6 asks you 'Are you ready to post the Payment?' Click [Yes] to proceed.
Finally, you are returned to the invoices List. You will see that the sum Paid has increased, and the amount Due for the various invoice(s) has been reduced accordingly.
Click [Accept] or hit <Enter> to finish the procedure.