A Supplier Payment is the process of recording payments made to a supplier for purchased goods and services. This process allows you to allocate the payment against outstanding invoices, ensuring that your financial records are accurate and up to date. The Supplier Payment process is similar to Sales Payment but is specifically designed for handling payments to suppliers.

Steps to Create a Supplier Payment:

1. Payment Information:

   • Payment To: Select the supplier to whom the payment is being made. If the supplier is not listed, you can add a new supplier by clicking the "+" icon.
   • From Bank Account: Choose the bank account from which the payment will be made.
   • Payment Type: Select the payment type (e.g., Cash Account, Bank Transfer).
   • Date Paid: Enter the date on which the payment is being made.
   • Reference: Enter a reference number for tracking the payment.
   • Payment Amount: Input the total amount being paid to the supplier.
   • Bank Charge: If there are any bank charges associated with the payment, enter the amount in this field.
   • Branch/Department: Specify the branch or department associated with this payment, if applicable.
   • Upload Document: Use the "Choose File" button to attach any relevant documents, such as payment receipts or bank statements.

2. Allocation of Payment:

   • The "Allocated amounts in INR" section displays a list of all pending invoices and expenses related to the selected supplier.
   • Transaction Type: This column shows the type of transaction (e.g., Purchase Order, Supplier Invoice).
   • Supplier Ref: Displays the supplier’s reference for the transaction.
   • Date: The date when the transaction occurred.
   • Due Date: The due date for the payment of the transaction.
   • Amount: The total amount of the transaction.
   • Other Allocations: Displays any other amounts that have already been allocated to the transaction.
   • Left to Allocate: Shows the remaining amount that needs to be allocated to fully settle the transaction.
   • This Allocation: Enter the amount of the payment that you want to allocate to each transaction. You can click "All" to allocate the full remaining amount or "None" to leave it unallocated.

3. Additional Payment Details:

   • Amount of Discount: If there is a discount being applied to the payment, enter the discount amount here.
   • Amount of Payment: This field shows the total payment amount after any discounts.
   • Amount of TDS: Enter the amount of Tax Deducted at Source (TDS), if applicable.
   • Memo: Add any additional notes or comments regarding the payment.

4. Submit Payment:

   • After entering all necessary details and allocating the payment, click "Submit Payment" to finalize the payment and allocation.
   • If you are not ready to submit the payment, you can save it as a draft by clicking the "Draft" button.

Allocation and Payments:

• Allocations: Payments are not only connected to invoices but also to supplier credits. When a supplier credit is issued, you can allocate the payment against the credit and either receive a refund or goods as a replacement.
• If you initiate the payment process directly from a supplier invoice, that invoice will be automatically selected for allocation, simplifying the process.
• You can also allocate payments later using the allocation tab or payment tab in the system.

Summary:

The Supplier Payment process in TamilAccounting ERP enables you to efficiently manage payments to suppliers, ensuring that all invoices and expenses are accurately allocated and recorded. This functionality is crucial for maintaining precise financial records and managing supplier relationships.