# Managing payments in Accentis Enterprise

## Overview

At some point you will need to pay people or transfer money out of your bank account. Within Accentis Enterprise, this occurs in two main phases.

- Creating the Payment record
  - This tells Accentis Enterprise which accounts have been affected and whether or not it was allocated to an invoice.
- Remitting the Payment
  - This is the physical transfer of money, indicating in Accentis Enterprise that it has occurred

This document will focus on the main reasons for payments, how you can keep track of payments, and the general process for creating payment records.

### Why should I create a payment?

Creating a payment in Accentis Enterprise is necessary whenever money leaves your organisation.

You will typically pay someone money because of:

- supplier invoices that have been received.
- pay runs, loan repayments, dividend payments, or sundry expenses.
- transfers between bank accounts, or even within the same entity.

An Accentis Enterprise Payment is the mechanism that links your outgoing physical funds to the correct financial records. This ensures your ledgers, supplier balances, payroll obligations, and bank accounts remain accurate.

### Knowing what to pay and when to pay

Understanding who to pay and when to pay them will depend on the reason for the payment. This can be broken down into the following categories:

#### Payments due on a certain date

These will include payments for supplier invoices that are required to be paid within a supplier’s credit terms (e.g. by the end of the month, or within 30 days of receiving the invoice).

You can use reports such as:

• SA3553 - Outstanding Supplier invoices summary to view which Supplier invoices are outstanding, or will be outstanding at a certain date.

• SA1192 – QUICKLIST Supplier invoices to view which invoices are still owing, and to filter them by Supplier and due date.

#### Payments that are created as you need them without an invoice

Payments can be made in an ad-hoc manner when a supplier invoice is not appropriate. You can create payments manually, directly from the Payment form. Examples of these are bank transfers, repayments, or interest from a bank statement.

#### Payments that happen automatically from a pay run

When a pay run is applied in Accentis Enterprise, Payment records are created automatically for each employee who is due to be paid. The payment record is prefilled with the amount to be paid and preferred method of payment.

#### Recurring payments

From the Supplier invoice and Payment forms, you can set payments to automatically recur every set number of days, months, or years up to an optional cut-off date.

You can use this for any regularly occurring payment, such as loan repayments.

## Processing payments in Accentis Enterprise

### Creating payments

The first phase in processing a payment is creating the Payment record. This is the record within Accentis Enterprise that defines who, when and how you are paying.

A payment record can be created directly from the payment form, or it can be created using Action links from reports.

#### Paying suppliers from a list of outstanding invoices

You can create payment records directly from your favourite list of supplier invoices.

1. Navigate to a report that you use for your payables.
   1. Some common reports include the Outstanding supplier invoices summary (SA3553) and Outstanding supplier invoices details (SA3447).
2. Filter the report and highlight the desired payables.
3. Navigate to the Action menu and select Create Payments for the selected Supplier invoices.
4. Make any necessary modifications to the payment record and select Update to create it.

#### Making manual payments

You can create payment records that are not linked to a Supplier invoice:

1. Open the Payment form (Accounts payable > Payments) and select New.
2. Click Manual on the payment type.
3. Fill in the required data.

#### Paying from payroll pay runs

Payment records are automatically created for each required employee when you select Apply on a Pay run.

#### Recurring payments

An existing payment record can be set to recur according to a specified frequency as follows:

1. Navigate to the payment record that you want to set as recurring.
2. Navigate to Special > Recurring info…
3. Fill in the relevant details for the recurring frequency and optionally the cut-off date.
4. Select Update to save your changes.

The payment will be automatically created when a user processes recurring entries using the action from Accounts payable > Process recurring payables.

### Remitting payments

Payment records in Accentis Enterprise are not the physical payment.

Once a Payment record is created, you may still need to remit (e.g. EFT payments) or it may already have been remitted (e.g. Direct payments). In either case, you should ensure that the payment is ticked as Remitted on the payment form.

#### Remitting in bulk – the Automated Remittance process

The Automated remittance form in Accentis Enterprise (Accounts payable > Automated remittance) is a method of easily creating a payment file (for upload to a bank) or assigning cheque numbers for bulk payments.

When creating a new Automated remittance, you will first need to select the Payment type – either Cheque or EFT. Then, you are able to select from a list of unremitted payments that match this type.

Once a payment has been included in an Automated remittance, the Payment record will be marked as This Payment Has Been Remitted and the Remittance Amount, Remittance ID, and Remittance date will be prefilled.

##### EFT payments and ABA files

After creating an Automated remittance for EFT payments, you will be prompted to create an ABA file from the Generate EFT data file form.

This file is used for uploading payments from one bank account to one or more different bank accounts.

For more information, please see All about ABA Files.

##### Cheque payments and cheque numbers

While creating an Automated remittance for cheque payments, you are required to fill in the First Cheque # and Last Cheque # fields. This tells Accentis Enterprise which number to print on the cheque report when printing.

After a cheque payment has been printed automatically, the cheque number will be included on the relevant payment record.

#### Remitting manually

You can manually mark a payment as remitted if the Automated remittance function is not used.

Edit the payment record and tick the box This Payment Has Been Remitted and fill in the relevant details (amount, date, and cheque number).

## Key reports

Below is a list of commonly used reports that will assist with making and listing payments. There are many other reports available so browse through Accounts Payable > Reports menu for further reports.

#### Listing which suppliers need to be paid

Accounts payable > Report > Suppliers > Outstanding supplier invoices summary (SA3553)

#### Listing which supplier invoices are outstanding with ageing details

Accounts payable > Report > Suppliers > Outstanding supplier invoices details (SA3447)

#### Listing payments made during a period of time

Accounts payable > Report > QuickList Payments (SA3877)

#### Listing automated remittances

Accounts payable > Report > Payments > Automated remittance listing (SA3957)

## Q&A

### How do you know if a payment has been remitted?

On the Payment record, the This Payment Has Been Remitted checkbox will be ticked.

### What if the payment was wrong and you need to redo it?

If the payment has not yet been remitted (i.e. the money has not been transferred), then you can edit the payment record and correct it.

If the payment has been remitted, then do not delete the payment. Instead, decide if or how the money will come back into your account, and then process a negative payment to reflect that transfer.

### What if a payment was allocated incorrectly to an invoice?

Edit the payment and correct the invoice allocation. As long as the payment amount does not change, it won’t matter if that payment has been remitted.

### What if the payment date was wrong?

Correct the date to reflect the date on which the payment occurred. Be aware that this will change the posting date within the general ledger and will affect financial reporting.

### What if the payment type was wrong?

If the payment type is not correct, then edit the payment and correct it. If you have already remitted the payment and it was remitted using the wrong method, then the correct process is to reverse the payment (duplicate and make a negative one) and then re-remit using a different method.

### What if a payment was dishonoured?

If you have made a payment to a supplier and it is rejected, you will need to reverse the Payment in Accentis to ensure your Account reconciliation will remain accurate.

Please see How to process a rejected Payment for more details.

Last edit: 19/02/2026