Creating Payments - Additional Options and Features
To learn how to create a Payment document in RIMSS, click here.
We have added additional features and options on the Payment document to assist you in creating complicated entries. To review these options, navigate to: Banking > New > Payment. The options display in the menu bar at the top of the document.
Quickly jump to each topic with these links:
Calculate Amount
The feature to Calculate Amount allows you to have the system calculate and populate the correct payment amount in the top section of the payment document after adding line items in the General Ledger Accounts section. This is helpful when you are paying multiple invoices directly.
Once you have entered your header information and G/L line items, click on the Calculate Amount option in the top menu bar.
The system will populate the total of all line items in the General Ledger Accounts section into the Amount field in the header of the Payment.
Voiding Payments
Payments may be voided until any of the line items are included in a reconciliation or the document date is included in a closed accounting period. Click on the Void option, add a void reason, and confirm the void by clicking Yes in the pop-up. If the document is not eligible to be voided, the Void option will be greyed out in the menu bar.
Print Remittance Advice
The option to Print Remittance Advice will print any detail that was added to the Remittance Advice Area of the Payment Document. This information is auto-populated when creating a Payment through the Pay Bills module. On manual payments, you have the option to manually add any detail that you would like printed on the Remittance Advice.
The Remittance Advice will print on a standard sheet of white paper. You will have the normal options to Print, Export, or Email the advice. This is the same detail that will print on the lower tabs of a pre-printed check. Click on the Red X at the top right to close the preview after printing, exporting, or emailing.
Save Attachments
This feature allows you to save attachments to a payment that has been locked for editing due to an accounting close or reconciliation. To add an attachment:
- Navigate to the Attachments tab of the payment.
- Click the button to Add Attachment at the top left of the document.
- Click the button to Select Documents on the right side of the pop-up.
- Navigate to the document, select the document, and click Open in the popup.
- Click Upload Documents after selecting the document.
You will see the selected document populated on the attachments screen after clicking on Upload Documents. Click Save Attachments to save the attachment on the Payment Document.
Send Email
The Send Email feature will pop-up a Send Email box and allow you to easily email the Remittance Advice to the Supplier or other party.
The To: box contains contact information set up on the supplier. You can add any email addresses from the dropdown or type in a custom email address. All email addresses set up on the Supplier Master record will be available to choose.
The Subject of the email can be manually edited from the default text populated by the system. You can assign an Email Template to add information to the body of the email. These templates can be set up under Company > Enterprise Support Lists > Email Templates. You can manually edit the body of the email instead of choosing a template and you can manually edit the verbiage populated from the template.
The Remittance Advice attachment will be listed below the body of the email. Click on Send Email at the top of the pop-up to send the email to the supplier. The system will prompt Outlook to send the email through your default profile configured on your pc. If no default profile is set in Outlook, the Outlook program will prompt you to select the correct profile to send the email.
You will receive a confirmation pop-up once the email has been successfully sent through Outlook. Click OK to return to the payment document.
You will find the email in the Sent folder in your Outlook program.
Add Wholegood Line Items
This feature allows you to easily add line items posted to the Inventory, Liability, or COGS account assigned to the wholegood. When clicking this option, you will receive a pop-up to select the wholegood. The system will populate the assigned G/L account for the option chosen. These line items will be added in the General Ledger Accounts section of the Payment document.
After adding the header information to the Payment document, click on Add Wholegood Line Items. You will see 3 options for adding the line item.
- Asset Account (COGS if Sold) - will prompt a pop-up to search for and select a specific wholegood. The system will read the status of the wholegood (AFS or Sold) and the G/L Accounts assigned to the wholegood. If the status is AFS, the system will populate the Wholegood Inventory account assigned to the wholegood. If the status is Sold, the system will populate the COGS account assigned to the wholegood. You can add the amount (Positive for a Debit, Negative for a Credit) on the line item. Add a memo as reference for reconciliations and reports.
- Liability Account: will prompt a pop-up to search for and select a specific wholegood. The system will read the G/L Accounts assigned to the wholegood and populate the Liability Account assigned to the wholegood with no amount populated. You can manually add the amount and a memo to the line item.
- Pay Floor Plan: will prompt a pop-up to search for and select a specific wholegood. The system will read the G/L Accounts assigned to the wholegood and populate the Liability Account assigned to the wholegood with the full amount of the posted liability in the Amount field. You can manually add a memo to the line item.
You may fully edit or delete these line items after they have been added. Additional line items may be manually added to complete the transaction. The payment will follow standard void restrictions.