View Payment Batch
Payment batches are a run of payments to a set of vendors. Payments are on a pay when paid system so multiple can be made for the same sale.
Select the "Accounts" admin tab
Select the "Payments" tab to view the list of payment batches
Select the Payment Batch you wish to view by selecting it's date link
Payout Vendors
Select the Sale you wish to pay vendors for from the list (sales can be searched by sale number or name and filtered by department and status on the right under the "Sales" tab)
Select the "Close" tab
Select "Pay Vendors..." to get to the payment screen
The lot summary shows how many lots will be paid out in this payment run (how many lots have been paid for by buyers). Green vendors have already been paid, red vendors the lots are being held and blue vendors are ready and will be added to the Payment Batch.
Use the grey drop-down box next to each vendor to determine when they will be paid, or the top grey box to set all vendors the same. It is set automatically to "Pay When Paid".
On the right you can add an optional batch reference number (if reconciling with another system) and pick the date, payment will be made.
Select the green "Generate"
The batch will be generated with the blue payments from the list and you will see the summary screen for the batch.
You can access this anytime from the Sale Closing tab or the Account's Payments tab. Multiple Payment Batches can be created for one Sale.
Export Payment Batch
Select "Payments" under the "Accounts" tab
Select the Payment Batch you wish to export from the list by selecting the date link
To export payment information use the tabs across the top...
Cheques can be printed by selecting "Print Cheques".
Select "Export Transfers" to export the bank transfer file (pick the format for your bank) or as a spreadsheet for you to manually key if you don’t have an account that accepts file upload.
For manual payments select "Instructions..." on the right to find manual instructions added for each customer.
Warning: The csv transfer files are in a special format defined by your bank, if you open this file in Excel it will reformat the information and will no longer be valid when imported into your banking system. If this happens please export the file again.
Update Payments
Payments can't be updated after they've already been paid. However, the Commission, Insurance and GST rates can be edited after an item is sold before paying the vendor.
Select the Sale you wish to update a payment for (Sales can be searched by sale number and name or filtered by department and status under the "Sales tab)
Select the "Close" tab
Select the white "Pay Vendors..." under the Pay Vendors heading. This will open the Payout tab.
Vendors will be listed with paid lots in green, ready-to-pay lots in blue and lots with missing information in red.
Select the Vendor's name you wish to update a payment of. Vendors can be searched by name or filtered by status using the grey drop-down box
Select the pencil icon on the right of the lot you wish to update the payout of
The Payout amount, commission percentages, insurance and GST can be edited here.
Note on Updating Bank Details: When a batch is generated it stores a copy of the account details for auditing so changes to the vendor’s bank account will not show in the already generated batch. You can manually adjust at the bank end or cancel that vendor's remittance and generate a new batch including the updated vendor.
Cancel a Vendor's Payment
Select "Payments" under the "Accounts" tab
Select the desired Payment Batch by selecting the date
Select the Payment you wish to cancel by selecting the Vendor Name
Select "Cancel Payment" under the white Settings icon on the top right
Confirm by selecting the blue "Yes"
This payment will show as "Cancelled" under the Payment Batch
Print & Email Remittance Advice
Select "Payments" under the "Accounts" tab
Select the payment batch which you wish to print/email the remittance advice for by selecting the date
Select the white "Email" or "Print" buttons on the right
Confirm by following the pop-up box's instructions
All the payments in the batch will automatically be selected, however, you can deselect the top check box and individually select the payments you desire.
Override Pay-when-Paid Payment Settings
Change the automatic pay when paid settings to Hold or Pay.
Select the Sale you wish to change the pay-when-paid payment settings for (Sales can be searched by sale number and name or filtered by department and status on the right under the "Sales" tab)
Select the "Close" tab
Select the white "Pay Vendors" under the Pay Vendors heading
Select the Client you wish to edit the settings of (they can be filtered by name or status using the grey drop-down box on the right)
Select the grey drop-down box on the right of the lot. It will automatically be on Auto where the payment will be added to the payment batch (turn blue) in a pay-when-paid system. You can choose to change it to Hold or Pay Now.
