Creating Payments

To create a Payment document in RIMSS, navigate to:

Banking > New > Payment

This will open a blank Payment document that you can customize to the specific type of payment that you want to create.  

There are 4 types of payments that can be created.

System Check: Creates a payment document from a Bank Account that you can print on a pre-printed check.

Manual Check: Creates a payment document from a Bank Account with a field that you fill in for the check number.

Credit Card: Creates a payment from a Credit Card Account.

Cash / ACH: Creates a Payment from a Bank Account where no check number is required.

Creating a System Check, Manual Check, or Cash / ACH payment  will default the account choice to the list of Bank Accounts in the Pmt Acct drop-down.  For these types, you will need to select the Bank Account where the transaction will be posted.

Creating a Credit Card payment will change the account options to the accounts of type Credit Card Payable set up in RIMSS.  In addition, you will be able to select the Credit Card type. Select the correct Credit Card type and account from the drop-downs.

Next click on the ellipse (3 dots) in the Name field to add the Payee to the document.  The pop-up will default to the Supplier tab of the Payee selection.  You can select the Customer or Employee tab to search and add a Payee of those types. Once you are on the correct tab, enter the search criteria and click Fetch.  Double-click on the name of the Payee to add to the document.

You can select a different address set up on the Payee record by clicking on the ellipse (3 dots) in the Address 1 field.

If you chose System Check as the payment type, the Number/Ref. field will populate with To Be Printed. For all other payment types, you can enter the check number or reference number into the box.  This is a required field.

Set the date of the payment in the Date field and add the Amount of the payment in the Amount field.

You can add a memo that will print on a System Check or be maintained on other payment types in the Memo field.

The Remittance Advice area allows you to enter information that will be printed on the bottom two tabs of a pre-printed checks.  This is not required.

The General Ledger Accounts section allows you to add the offsetting accounts and amounts for the payment.  You may add as many line items as you wish, but the total of the Amount column must equal the total in the Amount field.  Note that the amounts entered in the top and bottom sections are both input as positive amounts.  The top amount will post as a credit and the bottom section amount will post as a debit.  You may add positive and negative amounts in the bottom section as long as the total balances with the Payment Amount.

Double click in the Account column to prompt the pop-up for selecting the correct G/L account.  Double click on the correct account to add to the line.

You can add line item memos to each G/L line added to the payment.  These will be visible in reports and reconciliations.  Verify that the Amount in the header matches the total of all line items in the bottom section.  Click on Save, Save and Close, or Save and New when all information is complete and in balance.

A Payment Document will be fully editable and able to be voided until the document is included on a reconciliation or the date is included in an accounting close.