Pay various distinctive bills at the same time¶

In reality, with payments, we don’t always pay one bill at a time. There are many situations where accountants need to make one payment for multiple bills to save time and the transaction fees. To simplify your work, Viindoo Accounting Software supports paying multiple bills all together in one payment while still being able to track the receivables and payables of each bill.

Requirements

This tutorial requires the installation of the following applications/modules:

To create a payment for various customer invoices or vendor bills all at once, navigate to Accounting ‣ Customers ‣ Invoices for customer invoices, or Accounting ‣ Vendors ‣ Bills in case of vendor bills:

Navigate to invoices in Viindoo Accounting app

In the bills list, choose the bills of the same vendor that you need to register payment:

Choose various invoices for payment in Viindoo Accounting software

In case you want to choose all the unpaid bills of the same vendor, you can use the filter and group feature to search (for example by the vendor name and the To pay filter), then choose all bills by checking the square box on the header:

Filter the unpaid bills of a vendor in the Viindoo Accounting app

Choose all vendor bills in the Viindoo Accounting app

Warning

You can register payment only for posted bills that are not fully paid yet: the Status column shows Posted or Partially Paid.

Once selected, press Pay. The Pay window will pop up where you can fill in the following information:

Register payments in the Viindoo Accounting app

Journal: Select the journal of the payable or receivable account.
Payment Method: Select how the payment is made.
Payment Date: Record the date of receipt or payment.
Group Payments: If disabled, a payment will be generated for each selected invoice/bill respectively and the Amount is the total of the selected documents. If this feature is enabled, a unique payment will be generated for all the selected invoices/bills of the same partner and the following fields will also be displayed:
- Recipient Bank Account;
- Amount: The amount that you pay. It starts with the total of the selected documents and you can change it;
- Currency: The currency of the payment;
- Memo: The references of the paid documents.

After filling in the above information, press Create Payment and you will be redirected to the payment interface:

See bills linked to a payment in the Viindoo Accounting app

The payment is created in the In Process status. You can see all the bills linked to a payment with the Bill button on the top corner of the screen. Each bill is automatically reconciled with this payment, in the due date order:

Auto-reconciliation in Viindoo Accounting app

When the paid amount is smaller than the total of the selected bills, the bills with the earliest due date (see payment terms) are paid first and the last bill is marked as Partially Paid, as shown in the picture above. The remaining amount stays on the bill, and you can pay it with another payment.