New Payments
A Bank Payment records money leaving one of your bank or cash accounts. Use it for costs that are not tied to a supplier invoice — direct expenses, staff reimbursements, one-off payments — so every withdrawal reaches the General Ledger and the bank reconciliation.
Where to find it
Go to Banking > Payment, or use New > Payment.
To settle a supplier bill, use a Supplier Payment instead. That route allocates against the invoice; a bank payment does not, and the bill would stay outstanding.
Header field reference
| Field | Required | Description |
|---|---|---|
| Date | Yes | The official date the money left. Keep it aligned with the bank's date or reconciliation becomes needlessly hard. |
| Reference | Yes | The unique identifier for this payment. The format comes from Transaction References. |
| Pay To | Yes | The recipient category — customer, supplier, employee or a general account. This decides which selector appears next. |
| To the Order of | No | The payee name as it should print on the payment document. |
| Bank Account (From) | Yes | The account the funds leave. |
| Payment Type | No | How the money was sent — cash, cheque, transfer. Categorising it properly is what makes reconciliation manageable. |
| Bank Balance | — | The current balance on the selected account, shown so you can check funds before committing. |
Choosing the recipient
Pay To changes what the form asks for next.
| Pay To | Then select | Effect |
|---|---|---|
| Customer | Customer Selection | Records money going back to a customer, such as a refund. |
| Supplier | Supplier Selection | Records a payment against a supplier's account. |
| Employee | Employee Selection | Records a reimbursement or advance to staff. |
| General | A ledger account on the lines | Records a direct expense with no party behind it. |
Multiple Persons
Where one payment covers several recipients, the multiple-persons option splits it across them on the same transaction rather than forcing separate payments — useful for a batch of staff reimbursements paid as one transfer.
Payment Items Table
| Column | Description |
|---|---|
| Account | The ledger account the cost is charged to. |
| Amount | The value on the line. |
| Memo | What the charge is for. This text appears on the ledger line. |
| Dimension | Optional cost centre or analysis code. |
Quick Entry
Quick Entries are reusable templates for recurring payments — rent, utilities, standing costs. Select one and the account splits are filled in for you. They are created under Setup > Quick Entries.
Memo
A note describing the payment as a whole, stored with the transaction.
Attachments
Attach the transfer confirmation, a cheque image or the invoice being paid.
Custom Fields
Extra inputs where the standard form does not capture something you need, enabled under System Preferences.
Action Buttons
| Button | What it does |
|---|---|
| Update | Recalculates without committing. |
| Process Payment | Finalises it, reducing the bank balance and posting the entries. |
General Ledger (GL)
| Account | Effect |
|---|---|
| Expense or party account | Debited — the cost, or the reduction in what you owe. |
| Bank / Cash Account | Credited — company funds fall. |
Related pages
- Bank Payment View — read a payment in detail
- New Deposits — money coming in
- New Bank Transfer — moving between your own accounts
- Supplier Payment — settling a supplier bill
- Reconcile — matching against the statement