How to Process Individual Payments

Description: 

The Individual Payments feature in Profitz allows you to process invoice payments for a single creditor account with granular control. This is essential when you need to make specific, targeted payments outside of a bulk run, enabling you to select exactly which outstanding invoices are paid for a particular supplier, ensuring accurate and timely reconciliation.

Step‑by‑step instructions

1. Set Selection Criteria

1. Navigate to Creditors › Payment Processing › Individual Payments.
2. Complete the following fields:
   • Batch Date: Select the batch date for the payment process.
   • Period: Enter in the corresponding Period, e.g. (9.26) to the batch date.

   • Bank Name: Enter the Bank Account you would like to pay from.

     

3. Complete the following fields:
   • Batch Date: Select a date for the payment.
   • Due: Select an invoice due date. Outstanding invoices due on or before this date will be included.
   • Account Code: Select the creditor account, e.g. JUNKMAN.

   • Auto Select Invoices: Tick this option to automatically select all invoices that meet the criteria.

     

4. Click Next to view the invoice selection in the View/Edit Selection app.

Note: Invoices must be approved and posted in your system before they can be selected for payment.

2. Select Invoices to Pay

1. Review the list of invoices displayed based on your selection criteria.

   

2. Use the tick checkboxes to select the invoices you want to pay.
   • Note: If you selected Auto Select Invoices, all invoices will be selected by default.
3. Enter payment details:
   • Payment Amount: Enter the maximum amount you intend to pay for this run.
   • Amount Allocated: Displays the total of the invoices you have selected.
   • Withholding Tax: Displays the total withholding tax on selected invoices.

Use Payment Amount and Amount Allocated to select invoices that add up to the amount you

 intend to pay.

Example: If you have $1,000.00 available, enter 1000 into Payment Amount. Then, select or deselect invoices until the Amount Allocated is close to or equal to your payment amount.

3. Handle Manual Payments (Optional)

1. If paying by cheque, bank deposit, or another manual method:
   • Tick the Manual Payment checkbox.
   • Enter the cheque number or bank reference.

Note: Clicking Pay updates the system, recording these invoices as “Paid.” It does not perform any actual bank transfers or payments.

4. Confirm and Record Payment

1. When finished selecting invoices, click Pay.
2. Review the confirmation prompt carefully to ensure payment details are correct.
3. After confirmation, the invoices will be recorded as paid, and you will be automatically directed to the Remittance app.

Note: Clicking Pay only updates Profitz records. It does not initiate real bank transfers.

5. Remittances Screen

1. View: To open Remittance Advice
2. Update: To update Remittances in Profitz.

3. After clicking Update: A confirmation screen confirming if Remittances are correct appears.

   

• Email All: To Email Remittance Advice.
• Create EFT file: To create a file with the processed transactions to send/load into your Bank.
• New: Start a new Individual Payment run.
• Note: The Update and Create Eft File Button is greyed out and unable to be click until the View button has been clicked and opened. Following this the View Button will then become greyed out.

FAQ

• Can I pay multiple creditors at once using Individual Payments? No, this feature is designed for processing payments for a single creditor account.
• Does the Pay button transfer money to the bank? No, it only updates Profitz records. Actual payments must be made externally.
• Can I partially pay invoices? Yes, use the Payment Amount and Amount Allocated fields to control how much is paid.

Related articles

• How to Process Bulk Creditor Payments
• How to Use the Remittance App
• How to Apply Withholding Tax