Bulk Payments

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Bulk Payments are used to receive bulk debtor payments from a third party, ie. a finance company or Paypal, etc., and can also be used to generate payments when direct debiting customers. Creditors payments are also supported.

 

Info

Active purchase orders (ie. not on FINISH) can also be selected.

 

bulkpaycreditors

 

bulkpayribbon

 

On the ribbon, go to Accounts > Bulk Payments. This allows adding multiple debtor payments, either manually or via a bulk payments import spreadsheet. Please contact support@happen.biz if the generic spreadsheet is not suitable and a custom import script is required.

 

bulkpayments

 

Field

Explanation

Select by

New – choose from Debtors or Creditors

 

bulkpay

In progress – open bulk payments already in progress that are not finalised.

 

inprogress

Session # – open a previous bulk payments session.

Date

This will default to today's date, however it can be changed.

Payment By

Choose the payment method from the drop down options:

 

paymentby1

 

Further filtering can be achieved by ticking Group Payments (Date, Payment By, Card Code).

GL Account

Select the general ledger account for this transaction.

Group payments
(Date, Payment By, Customer)

Group payments by the methods shown here to allow for making one lump sum payment, rather than individual payments according to single invoices. Tick this after the spreadsheet has been loaded or the information has been entered.

 

Grid Fields

Field

Explanation

Selected

Ticking this box imports only those ticked.

 

selectedbulk

Status

Defaults to OK.

 

Info

If an incorrect invoice number is entered, the status will change to Failed and the Error column will explain the error:

 

bulkpaymenterror

Date

Date payment made.

Payment By

Method of payment.

Debtor Code

Select the customer card code(s).

Name

Automatically populates with the customer name.

Invoice#

Enter the invoice number.

Amount

Enter the amount.

 

Info

Note: If the amount is greater than the actual invoice amount, the remainder will be applied as a credit.

Comment

Enter comment.

Error

If there is an error, ie. can't find invoice number, etc. It will show in this field for amending.

On Creditors form Purchase #

When on Creditors screen, an extra column will show the purchase order number.

 

Bulk payments support multiple dates and payment methods. Jim2 includes the ability to generate one credit (eg. bank transaction) and automatically apply that credit to multiple invoices. The credits generated can then be uploaded to the bank via Jim2’s Electronic Payments function.

 

It is also possible to show PO status for Creditors.

 

Bulk payments can be saved at any point, then imported later.

 

Example 1

Several customers are direct debited 14 days after sending them their invoice.

Invoice the customers normally at the start of the month, with payment terms of Direct Debit 14 days from invoice date.

Generate payments using Bulk Payments either manually, via spreadsheet import or via a custom script, using a payment type that is flagged as Electronic Payments. Contact support@happen.biz for information on the custom script.

From Electronic Payments, generate an ABA file to upload to the bank.

 

Example 2

Customers pay via BPAY and a file is downloadable from the bank.

Download the BPAY payments file from the bank.

Generate payments using Bulk Payments either manually, via spreadsheet import or via a custom script, using a suitable payment type (eg. BPAY).

Debtors credits will be created and can be applied to the related invoice(s).

 

hmtoggle_arrow1Look up debtors directly via their BPAY Ref# in the Debtors list.

 

hmtoggle_arrow1Manually add/alter bulk payments

 

Right click options in the grid

rcbulkpayments

 

Right Click Option

Explanation

View Creditor or Debtor

Opens the creditor/debtor form.

View Invoice #

Opens the creditor form with the payment number highlighted.

View Purchase #

Opens the purchase order relating to this payment. This includes purchase orders that are active and/or finished.

 

You also have the ability to auto match purchase orders to the current amount in the purchase order selection – this will be from oldest to newest only.

Clear All Dates

Allows clearing of all dates within the session in progress.

Clear All Payment By

Allows clearing of all payment by within the session in progress.

Export Grid

Exports the grid to a spreadsheet. This is particularly useful if the grid has more than one header row, as it will export all header rows.

Print

Print the list.

Print Preview

Preview the list to be printed.

Copy Cell

Copy the highlighted cell.

Copy Row

Copy the highlighted row.

Copy All

Copy all, which can then be pasted into a spreadsheet.

Show Find panel

Brings up the Find panel:

 

findbox

 

Tip

The Find panel will remain in a pinned list but will disappear from an unpinned list on log off.

Grid Columns...

Allows adding more columns. Also allows removal of columns. Select the column to add, then drag it to the position required in the columns within the grid. To remove, click and drag to the Grid Columns... window, or drag down away from the header area.

 

Further information

Banking Security

Bank Deposits

Bank Feeds

Settlements

Bank Reconciliation

BPAY

Cheque Book

Electronic Payments (ABA Files)

Electronic Payments Direct Debit

Manage Petty Cash

Transfer From One Bank Account to Another

Transfer Unbanked Funds to Cheque Account