Accounting > Authorise payments

Introduction

Outstanding invoices of creditors can be approved for payment in menu Bookkeeping> Financial> Authorise payments

This function is only available

•When the setting Authorize invoices creditors before payment is activated.

•In the current bookyear of a bookkeeping.

•For users with the right Authorise payments creditor.

When the setting Authorize invoices creditors before payment is activated, the payment proposal in Electronic banking > Automatic payments will only display authorised payments.

In journals regarding an authorised invoice the amount and the fields Account, Doc. no. and Inv. no. cred. cannot be changed without first resetting the authorisation of the invoice.

When other fields in a journal are changed the authorisation will be reset automatically by Mill7.

Screen layout

Selection

All creditors / Creditor

By default the outstanding invoices of all creditors are displayed.

When the check mark for All creditors is removed it is possible to enter a creditor code in the next field to let the list show only the invoices of that particular creditor.

Days outstanding

It is possible to select only invoices with a minimal age in days.

The value entered in this field will be stored and used the next time the authorisation function is started.

Authorised / Not authorised

It is also possible to show only invoices that have already been authorised, or, on the contrary, the invoices that have not yet been authorised.

Outstanding invoices

In the centre of the screen is the list containing outstanding invoices of creditors.

Invoices with a negative balance are excluded from the list.

The last column allows to authorise the payment or to undo the authorisation the payment of an invoice. Changes in this column are stored immediately.

The list can by sorted ascending or descending for any column just by clicking on one of the column headers.

Items can be searched for by selecting one of the following columns and then start typing a search term .

•Creditor

•Name

•Number

•Inv. no. cred.

•Description

The search function can also be invoked with Ctrl+F.

Creditor amount totals and Creditor remarks

Below the list of invoices, some amounts of the selected creditor are displayed.

These are: the total amount invoiced of the outstanding invoices, the total amount paid on outstanding invoices and the balance of both.

Outstanding invoices with negative balances are not mentioned in the list but will be accounted for in the totals.

When outstanding amounts are present for which no invoice is booked, for instance because a payment was made in advance, then a remark will be placed.

Creditor payment info

In this section creditor information is shown to verify whether the payment data of the creditor comply with the data provided by the invoice.

These information is maintained at the creditor screen at the Aut. payments tab.

Notes

It is possible to add notes to an invoice. These notes can also be maintained at the creditor screen in the Outstanding invoices tab.