The payment form in Manager.io allows you to record new payments made from your bank or cash accounts. This guide explains how to use the payment form and describes each of its fields and options in detail.
To create a new payment, navigate to the Receipts & Payments tab and click New Payment.
Enter the date when the payment was made.
Optionally, enter a reference number for the payment. This could be a check number, transaction ID, or any identifier you use for tracking purposes.
Select the bank or cash account from which the payment was made.
If the payment has already been processed by your bank and appears on your bank statement, select Cleared. If it is still pending, choose Pending.
If you selected a foreign currency bank or cash account in the Paid From field, enter the exchange rate applicable at the time of the payment.
Optionally, select the payee. This could be a customer, supplier, or any other party to whom the payment was made.
Optionally, enter a description for the payment to provide additional details or context.
The line items section allows you to specify details about the payment. Each line represents a transaction detail, and the table includes the following columns:
Select an item if applicable. This can be an inventory item or a non-inventory item. You may also leave this field blank if it does not apply.
Specify the account to categorize the payment. This is where you indicate the purpose of the payment. If you selected an Item, the Account field will automatically populate based on the item's configuration.
You can choose from most accounts in your chart of accounts. For example, if you're paying for an expense like electricity, select the Electricity expense account.
You can also allocate payments directly to specific sub-accounts such as suppliers, fixed assets, customers, employees, and more.
If the payment is for a purchase invoice, select the Accounts payable account and choose the supplier.
You can then select the specific purchase invoice. If you do not select one, the payment will automatically apply to the oldest unpaid invoice from that supplier. If there are no outstanding invoices, the payment will be allocated to future invoices from that supplier.
If the payment is for purchasing a fixed asset, select the Fixed assets at cost account and choose the fixed asset.
If you're making a payment on behalf of a customer who will reimburse you, select the Billable expenses account and choose the customer.
If you're paying an employee after issuing a payslip, select the Employee clearing account and choose the employee.
Enter a description for the line item if needed. This column is visible only if the Description column option is enabled (see Additional Options below).
Enter the quantity for the line item. This column appears only when the Qty column option is enabled. This is useful when specifying quantities for inventory items or measurable goods.
Enter the unit price of the item.
Below the line items, you can enable additional options to add more details to your payment:
If you have selected an inventory item and are using inventory locations, a field will appear allowing you to select the desired inventory location for the item.
Select the Line numbers option to display line numbers on each line item. This can help with referencing and organizing items.
Select the Description column option to add a Description column to the line items. This is useful when splitting payments and providing a description for each part.
Select the Qty column option to display a quantity column for line items. This is beneficial for items that can be measured in units, like inventory items or investments.
Select the Discount column option to include a discount column for line items.
If you're using tax codes, select this option if the amounts you entered exclude tax. In tax-exclusive situations, tax amounts are calculated and added to the amounts entered.
Use this field when splitting a transaction into multiple lines to ensure that the sum of the line items matches the actual total of the transaction. If the sum of the line items does not match the Fixed total amount, the transaction amount will still be the Fixed total, and the difference will be posted to the Suspense account.
Use this field to enter a custom title for the payment if you want to override the default title.
Select this option if you want to display the tax amounts for each line item. This feature is helpful if you are unsure about how the total tax amount was calculated. Tax amounts for each line item are calculated and rounded before being summed.
Select this option to add custom footers to the payment. This can be used to include additional notes or terms.
Once you have filled in all the necessary fields and options, click Create or Update to save the payment. The payment will be recorded, and the associated accounts will be updated accordingly.