Bill Payments in CustomBooks™

Bill Payments in CustomBooks™

A Bill Payment document records the payment of outstanding vendor bills. It tracks the payment amount, method, and associated bills, ensuring accurate accounts payable and cash flow management.

Bill Payments can be made using various methods, such as checks, cash, credit cards, or other payment options. These payments reduce the payment asset account (credit) and decrease Accounts Payable (debit).

Viewing the List of Bill Payments

To view the list of Bill Payments:
  1. Navigate to Purchases > Bill Payments.



From the Bill Payment List View, you can:
  • Create a new Bill Payment or copy an existing one.
  • Generate a Void Payment document.
  • Print a Bill Payment.
  • View related details, including: Transactions, Bank Reconciliation, General Journal, and Audit Logs.
  • Attach files to a selected Bill Payment.
  • Export the list to Excel, PDF, or other formats.
  • Manage columns: add, remove, or reorder.
  • Refresh the Bill Payments List.
  • Create custom views using filters, sorting, ordering, or conditional appearance settings.

Viewing an Individual Bill Payment

To view a specific Bill Payment:
  1. Navigate to Purchases > Bill Payments.
  2. In the Bill Payments List View, double-click the desired Bill Payment to open it.



From the individual Bill Payment view, you can:
  • Edit the Bill Payment.
  • Generate a Void Payment document.
  • Email or Print the Bill Payment.
  • View related details, including: Transactions, Bank Reconciliation, General Journal, and Audit Logs.
  • Attach files to the Bill Payment.

Creating a New Bill Payment

Bill Payments can be created manually or generated from a Bill.

To create a new Bill Payment manually:
  1. Navigate to Purchases > Bill Payments.
  2. Click Create > New or Copy an existing Bill Payment.
  3. Fill in the following fields:
    • Vendor: Select from the drop-down list.
    • Remit To: Choose the address/contact ID.
    • Amount Paid: Enter the total payment amount.
    • Bank Account: Select the account for payment.
    • Payment Method: Choose the method (e.g., check, cash, credit card).
    • Bill Payment Date: Specify the payment date.
    • Check/Reference Number (Ref #): Optional.
    • Memo (optional): Add internal notes.



  4. Bills Tab: Select Bill(s) to pay.
    • Select the Bill(s) to apply the payment. Open bills for the selected vendor will automatically display in the list.
    • Enter the amount to apply to each bill in the Amount Applied field.



  5. Credits Tab: Select Credits to apply.
    • If a Vendor Credit Memo is available for the vendor, select it here to apply the credit to the Bill Payment.



  6. Click Save or Save and Close to finalize.

Creating a Bill Payment from a Bill

To generate a Bill Payment from a Bill:
  1. Navigate to Purchases > Bills.
  2. Select or open the bill you wish to pay.
  3. Click Create/Generate > Bill Payment.



Making Partial Payments or Overpayments

  • Partial Payments: A partial payment can also be made on a bill. By default, the full amount of the bill is populated in the 'Amount Applied' column when creating a bill payment, but this can be changed. To apply a partial payment, update the 'Amount Applied' field to reflect the partial amount paid. This will reduce the outstanding balance accordingly.



  • Overpayments: Enter an amount greater than the bill's total in the Amount Paid field. The overpayment will create a credit balance, visible in the Companies/Vendors List for future use.



Accounting Impact of Bill Payments

Recording a Bill Payment creates the following transactions in the General Journal:
  • Debit: Accounts Payable, reducing the liability.
  • Credit: Payment Asset Account, such as Bank Account or Cash, reducing the asset.

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