Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Vendor Payment Dunes preparation options.
Before we begin, let us understand about the need of Payment Dunes Entry and the relevance of this particular activity.
The basic purpose of Payment Dunes Entry is to account for the payments made to the Multiple Vendors at a time and to automatically generate individual payment voucher for each Vendor based on the Bill selection or Fifo based.
AlignBooks has made this module more useful for you, if you are maintaining and tracking bill wise outstanding of Vendors, you can adjust the bill(s) against which this payment will be made for each Vendor in One Go.
You can create a Payment Dunes under Module in AlignBooks.
The key function of Payment Dunes voucher is to make Vendor Payment Entry of Multiple Vendors from one single window and automatically creating Individual Payment vouchers.
Let’s learn how to enter the fresh set of data for the first time for creating this sort of document;
Location / Branch
: Under this field, You can select the location, if you are handling Multi Locations. System will ask for this information only if you have configured Multi Locations - "ON” under General Setup and System will fill the default Location if you have configured the Default Location under Data Access Rights.
If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on . You can delete it by click on .
: Select the Cash or Bank account where from the payment is made. If the required Cash /Bank GL does not exist in the list, you can create a new one by clicking on Icon or option within the dropdown list and input the same.
: Select the option "Bill To Bill" if you want to adjust bills and make bill wise payment to the party. Otherwise select "Adhoc" to make adhoc (On Account) payment. In Both cases the Table (Column) details will be according to the Payment type Selection.
: When you will click on , the system will display all the unadjusted Debit / Credit entries of the selected vendor (Optional) and for selected Branch (If applicable).
Before adjusting the bills, let us understand each columns of display list:
Bill Detail Grid
The Table details will vary depending upon the selection on Payment Type.
Let us discuss the details when "Bill To Bill" option is selected.
You can select the check box in Pay Now column or enter the amount to be paid against the bill Number.
Once the document amount is equal to amount adjusted, next time the document will disappear from the outstanding list and the Outstanding Report generated thereafter will help you in proper payment schedule and effective control.
Column Name
Description
Party
Here the Vendor Name are displayed where Grouping on vendor for better visibility of bills.
Bill No
Here the unadjusted bill/invoice numbers are displayed.
Bill Date
Here the bill/invoice date is displayed.
Reference No.
Here document reference number is displayed.
Reference Date.
Here reference document’s date is displayed.
Due Date
Here payment due date is displayed
Bill Amount
Here Bill / invoice Amount is displayed. If your bill is in foreign currency this column will appear twice i.e. one showing the Bill Amount in base currency and other showing bill amount in foreign currency.
Debit / Credit
Here the Debit / Credit will display based on the voucher type.
Outstanding
Here the net outstanding amount i.e. Invoice amount less amount already adjusted earlier against this bill/invoice, is displayed.
Pay Now
Here you have to enable check box to adjust this Bill/invoice out of the present payment.
Pay Amount
Here you have to enter the amount to adjust against this Bill/invoice out of the present payment.
Cheque Number
Enter the cheque or other instrument number (if applicable).
Total Amount
The system will display the Net Payment Amount.
Let us discuss the details when "Adhoc" option is selected.
Column Name
Description
Party
Here the Vendor Name are displayed where Grouping on vendor for better visibility of bills.
Phone No
Here the Vendor's Phone number is displayed.
Email
Here the Vendor's Email ID is displayed.
Outstanding
Here the net outstanding amount i.e. Invoice amount less amount already adjusted earlier against this bill/invoice, is displayed.
Advance
Here the Advance amount received, is displayed.
Pay Now
Pay Amount
Here you have to enter the amount to adjust against this Bill/invoice out of the present payment.
Cheque Number
Enter the cheque or other instrument number (if applicable).
Ageing Days
The system will display the Ageing Days wise Outstanding Amount.
You have completed creation of New Payment Dunes Voucher.
System will generate multiple vouchers of payment vouchers for each vendor. if the bank selected is integrated with ICICI Bank then after saving this voucher, Online Payment form will open to initiate the Bank Transaction request for each payment voucher prepared.
Clear Detail
: Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
Module in AlignBooks.
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option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited / deleted and then click on 
. The Location will be opened in Edit mode and you can edit it and save by click on 
. You can delete it by click on 
. 
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Icon or 
option within the dropdown list and input the same.
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