A payable is the record in Breeze of a bill or invoice from a vendor. In the following procedure, we show how to create and post a payable batch. After a batch has been posted, you can make payments -- write cheques or make EFT payments.
To add a payable batch
Go to Accounting > Accounts Payable > Payables and click Add New.
The Payable Batch screen appears.
Complete the screen.
Total Declared | Enter the total amount of the payables you are going to add. |
Items Declared | Enter the number of payables you are going to add. |
Description | The default description is the user's email address and the date. Change it if needed. |
Notes | Describe the purpose of the payables or any other identifying information you want to record. |
Note: You can leave the Declared fields blank and complete them later before you post the batch.
Click Save.
The New Payable screen appears.
In the Payee field, select the vendor. When you select a vendor, Breeze completes the address and phone number fields.
If there is an Invoice Number on the bill, enter it.
The Type field has three options: Invoice, Adjustment, and Credit.
Invoice: The default type, appropriate for most payables. When you process payments, invoices are paid by cheque or EFT.
Adjustment: Used to record a payment that is automatically deducted from your bank account. For more information, click .
Credit: Used to record a vendor refund or another credit from a vendor. When you create a credit payable, enter a positive amount; the system will know it's a credit because of the type. For more information, click .
The dates fields are completed automatically. The Invoice Date defaults to the current date; the Post Month to the current operating month. The Due Date field defaults to the invoice date plus the discount days or payment terms that are set up on the vendor record.
In the lower part of the screen, select the Property and Account, and enter the Amount. (You can use one row for the entire bill, or you can add more rows to split the bill by properties and/or accounts.)
Click Save.
Continue adding payables until the batch is complete.
After entering the last item, the Payable Batch screen appears.
At this point, you can review the batch. The Total Declared field should match the Total Entered field.
To post the batch, click Post. When you post the batch, the payables hit the General Ledger.
Options on the Payable Screen
Select Cheque Memo from Inv (invoice) if you want the Note on the payable to be used as the memo on the cheque.
Select Adjustment for a payment that is automatically deducted from your bank account.
Select Job Cost to add columns in the detail section for Job and Category. Job Cost functionality is used to track remodels and construction projects.
Duplicate Invoice Numbers
If you enter an invoice number that is the same as one that has already been used for this vendor, Breeze gives a warning message. You can change the invoice number, or, if the duplicate number is appropriate, you can click through the warning and save the payable.
Cheque Memos
On the Vendor screen, you can enter a memo that will appear on all cheques made out to that vendor.
On the Payable screen, you can select Cheque Memo from Inv (invoice) if you want the Note on the payable to be used as the memo on the cheque.
Payments to Owners and Residents
Payments are typically made to vendors, but in some cases, you need to make payments to owners or residents. There are two functions that create payables for them automatically: Pay Owner and Deposit Refunds. For cases that are not covered by these features, you can create an ad hoc payable.
In the lookup for Payee, change the Person Type to Vendor, Owner, or Customer.
