Purchase Ledger Payments

Purchase Ledger Payments

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This article is part of the Purchase Ledger section

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Introduction


After you've received and entered an invoice for works or goods into CPL, you can proceed with paying your PL accounts for these services. 

In CPL, there are three options for paying your contractors:
  1. Bulk Payments: Paying a contractor for all completed jobs.
  2. Individual Payments: Paying a contractor for one or two jobs.
  3. Selective Bulk Payments: Paying a contractor for several, but not all jobs.

The payments are managed in the PL Payments screen and, for unlinked invoices, in the Purchase Ledger Transactions screen. This article assumes that you have already processed the invoice through the Purchase Ledger Transactions screen and onto the the Hold/Charge or Transactions Files. For guidance on entering invoice details into CPL, please refer to these guides.

Making Purchase Ledger Payments


To access the tool:
  1. Go to the main Purchase Ledger tab.

  2. Click on PL Payments in the action panel:



  3. The PL Payments screen is displayed:



This screen enables you to:
  1. View and print BACS, cheques and manual prelists.
  2. Process payments via BACS or cheques.
  3. Print and email PL remittances.
  4. Reprint PL BACS/cheques reports.
  5. Run a BACS export.

Configuring the Payments


On the PL Payments screen, use the top fields to specify the contractor payments you want to make. Selections are not required for all fields, depending on your payment needs:
  1. Development PL Bank: Select the bank account from which payments will be made using the drop-down menu.
  2. To Date: Set the latest payment date using the calendar. It defaults to today, but you can select a different date.
  3. Development Range: To target specific developments, use the From Development and To Development fields. Leave these set to --SELECT-- to include all developments.
  4. Cashbook Reference: Enter a reference here if used by your company; otherwise, leave it blank.
  5. Payment Type: Choose how you want to make payments:
    1. BACS (Bankers Automated Clearing System) for electronic transfers.
    2. Cheques for physical cheques.
      1. If paying by cheque, input the starting cheque number when it appears.



    3. Manual for ad hoc or partial payments. This option lets you:
      1. Partially pay a single invoice or invoice share.
      2. Exclude (allocate off) two equal but opposite invoices.
      3. Overpay invoices. Overpayments can be useful for ensuring accounts are in credit ahead of Direct Debit payments, such as pre-emptively crediting a utility account before receiving an invoice.
    4. PL Account: Select a specific contractor account or leave it at --SELECT-- to include all. Use the binoculars icon to search for an account.
    5. PL Account Type: Select an account type or leave at --SELECT-- to cover all types.
After setting your preferences, click Get Payments to display matching transactions in the grid.

Available Tabs


Invoices Tab


  1. The Invoices tab displays a list of outstanding invoices. Each listing provides details such as Invoice No, Invoice Date, PL Account No, Total Amount owed, and if the amount has been suspended.

  2. Tick the invoices you want to process for payment in the Make Payment column. Use the Select/Deselect All button to select or deselect all invoices for payment. This action will tick all invoices that are not marked as suspended:  


Suspended Invoices 
  1. If an invoice is suspended, it will be indicated in the Suspended? column.
    1. Invoices may be suspended for various reasons, such as pending health and safety documentation or a system setting that requires invoices to be manually reviewed before processing.

  2. You can manage the suspend status directly on this screen.
    1. Deselect the suspend status to proceed with payment processing.

  3. Using the Select All feature will not automatically select suspended invoices for payment.
    1. However, you can manually tick the Make Payment box for these invoices without changing their suspended status.


Invoice Shares Tab and Manual Payments

  1. The Invoice Shares tab provides a detailed breakdown of invoices that cover multiple developments or apportionments.  While the Invoices tab displays the total invoice, the Invoice Shares tab shows how the invoice is divided among different areas.
  1. Part-Payment Option: This feature is useful for making partial payments. For instance, if you want to pay for services rendered in one development but delay payment for another due to unavailable funds, you can choose to pay only the relevant invoice shares.
  1. Payment Type: Ensure the Payment Type is set to Manual to facilitate partial payments. This setting allows you to pay individual invoice shares instead of the entire invoice.
  1. PL Account Selection: When using Manual payment, select an individual PL Account in the designated field.

  2. Select Pay Invoice Share in the grid, for each desired share. Enter the amount you wish to pay in the Share Amount To Pay column for each share you are paying:


Pre-list Tab

  1. Displays the payments you have selected in the Invoices and Invoice Shares tabs. 

  2. Alternatively, click the Prelist Report button under the grid. This generates a report format of the information.

Summary Tab

  1. Displays a summary of the invoices and total amounts owed, aggregating the details provided in the other tabs.

Possible Duplicates Tab

  1. This tab helps verify potential data entry errors.  It flags invoices entered for the same contractor, with the same amount, on the same date, allowing you to verify whether the entries are correct or duplicated.

  2. While the PL Transactions screen provides initial warnings for similar entries, this tab serves as an additional check to prevent duplicate payments:



Processing the Payments


  1. In all reports listed below, click the arrow in the left-hand margin to access the Print or Export options:



  2. If exporting the report, select the format in the Export to drop-down:



Prelist Report

  1. Once you've selected the invoices for payment, you're ready to proceed.

  2. Before finalising the payments, consider generating a Prelist Report from the options below the grid.  Click the Prelist Report button. It displays a list of all pending payments to your contractors (PL Accounts). 

Process Payments and Payment Summary

  1. Click the Process Payments button to process all invoices marked in the Make Payment column. 

  2. The Payment Date field defaults to today’s date, but you can change it in the drop-down.


  1. A progress bar displays. Upon completion, a pop-up message will detail batch numbers and the total amount processed. Click OK.

  1. Click the Payment Summary button to review a detailed report of the transactions. Click the arrow in the left-hand margin to access the Print or Export options.

Bank Report

  1. If you selected payment type BACS or Cheque, you've likely made all payments from a single bank account. The Bank Report shows where to transfer the money into your clearing account from.

Post Nominals

  1. Click the Post Nominals button to ensure all bank transfers made within CPL are posted correctly to the nominal accounts.

  2. The Nominal Transaction Date field defaults to today's date, but you can change this by selecting a different date from the calendar.
After clicking Post Nominals, CPL will process the postings. Once complete, a pop-up will provide a batch number confirming the action.

Remit Print and Remit Email

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Use the Remit Print and Remit Email buttons for printing and emailing remittances to your PL Account holders:
  1. Remit Print: 
    1. Select your Payment Type and click Apply Filter:



    2. The report will display the remittances.
      1. To print them, click Print.
      2. To export them, select a format in the Export To drop-down and click Export.

    3. If they printed correctly, click Accept CHEQUE/Accept BACS (depending on what Payment Type was selected):



    4. A pop-up will ask if you want to mark the report as accepted. Click Yes in the Accept pop-up and Yes in the Continue Confirmation pop-up to confirm that the remittances printed successfully. 

  2. Remit Email: 
    1. Verify the recipient information (Contractor Name, Email), then click View Report to preview the email content:



    2. Click the arrow in the left-hand margin to access the Print or Export options:



    1. Once satisfied, click Accept. When all entries in the column display a green tick, a pop-up will confirm the successful completion of the process and the sending of all emails. Click OK:



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Ensure an email address is registered against your Purchase Ledger Accounts to enable email remittances.


BACS Export 

  1. After processing a BACS batch of payments, click the BACS Export button to export the current batch.

  2. Click Process to create a CSV file:



  3. A pop-up will confirm the file path where the CSV file has been generated. 

  4. Locate this file using the file path information and send it to your bank.

  5. To perform this action for previous BACS payment batches, return to the PL Payments screen at any time, click on BACS Export and enter the batch number to create the relevant CSV file.

Reprint PL BACS/Cheque Reports


At the bottom of the screen, reprint reports using the Reprint PL BACS/Cheque Reports:
  1. Select the report in the drop-down menu.

  2. Click the Reprint icon to initiate printing.



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