Create a Payment Run for Supplier Invoices

Purpose
To process supplier invoices for payment using a standard payment run.

Process Supplier Invoices – Payment Run

Access the Payment Run

• Trust Accountant: Accounts Payable > Create Payments

• Property Manager: Payments > Create Payments

Create the Payment Run

1. Select Payment Run as the payment type.

2. Enter the Payment Run Date (typically today’s date).

3. Select the relevant Bank Account (only one bank account can be used per run).

Apply Optional Filters (if required)

You may refine the payment run using one or more of the following filters:

• Property Manager

• Supplier/Owner

• Property Group

• Payment Run Group

Additional payment run filters:

• With Invoices Only – displays properties with outstanding invoices only.

• With Balances Only – displays properties with available funds only.

4. Select the Properties to be included and click Update Properties.

Allocate Invoice Payments

5. Review each property’s outstanding supplier invoices shown in the Outstanding Payments section.

6. Allocate payments using one of the following methods:

   • Pay in full: Double-click in the Applied Amount field (field turns green).

   • Part payment: Manually enter the amount to pay (field turns orange).

   • Bulk allocation options:

     • Allocate Oldest

     • Allocate Oldest Due

     • Allocate All

     • Allocate None

Finalise the Payment Run

7. Click Process (bottom-right) to finalise payments for the selected property.

8. The system will move to the next property. Repeat the allocation and processing steps for each property in the run.

Next Steps (Based on User Role)

• Property Manager:

  • The payment run is submitted to a Trust Accountant for approval.

  • Refer to: Approve Payments.

• Trust Accountant:

  • Proceed to one or more of the following:

    • Generate EFT or BPAY Batch Payment File

    • View Cheques

    • View and Email Remittance Advice