Payments Module

The Payments module provides a subset of Purchasing module functions, specifically those used for approving purchase orders for payment, entering or generating Accounts Payable invoices and sending invoices to accounting for payment.

The availability of the Payments module allows clients with staff who typically use only these functions to purchase a Payments licence for these users, rather than using a full Purchasing license.

There are two distinct workflows available in WMS around the functions encompassed by the Payments Module:

1. Purchasing Approval Workflow

2. Payments Approval Workflow
    

These two workflows are not compatible with each other, (i.e. you must choose to use one or the other for each Division). There are very specific steps which need to be followed before clients can successfully switch from one workflow to the other. Builder MT strongly advises that all clients contact BuilderMT for support and consultation before making any changes to the Approval workflow settings.

The Purchasing Approval Workflow allows users to:

• send budgets to Job Cost

• change the supplier on TBD purchase orders

• edit purchase orders before sending to Job Cost

• send commitments to Job Cost

• view, print and send purchase orders to suppliers in the Purchase Order Inquiry screen.

• mark purchase orders as complete

• mark purchase orders as approved, automatically generating an AP Invoice

• print PO Pending Approval report

• send approved invoices to accounting for payment

When the Purchasing Approval Workflow is utilized, the Payments menu presents the following menu options:

1. Purchase Order Inquiry

2. Approve Payment of Purchase Orders

3. Send to Accounting

The Payments Approval Workflow allows users to:

• send budgets to Job Cost

• change the supplier on TBD purchase orders

• edit purchase orders before sending to Job Cost

• send commitments to Job Cost

• view, print and send purchase orders to suppliers in the Purchase Order Inquiry screen

• create batches for entering and managing supplier invoices

• enter supplier invoices and matching purchase orders to each invoice

• enter and code variances on purchase orders when the invoice does not match the purchase order

• request a credit on an invoice which does not match the purchase order

• request a back charge on variance invoice amounts

• route invoices for approval

• route variance invoices for approval

• mark purchase orders as complete

• approve invoice amounts for payment

• approve variance invoice amounts for payment

• place invoices on approval hold

• attach documents to invoices

• send approved invoices to accounting for payment

When the Payments Approval Workflow is utilized, the Payments menu presents the following menu options:

1. Purchase Order Inquiry

2. Invoice Manger

3. Approvals Manager

4. Send to Accounting

For more information on the which Approval Workflow best matches your specific requirements, see Approval Workflow Comparison.

To access the Payments module: From the Payments menu, selectUse Payments Module. Selecting this option launches the Payments module, allowing the user to begin using the Payments module, and locks a concurrent use of the module. See Understanding the Concurrent Use Licenses for more information.   The menu options for the Purchasing module appear in the Payments menu.   The Payments toolbar appears at the top:       Once the user has completed the Payments tasks or needs to work in another module within WMS, it is advised that the user select the Stop Using Payments Module option from the Payments menu. Stopping its use releases one concurrent use so another user can launch the Payments module if necessary.

Related Topics

Division Settings PO Approval Options

Payments Workflow Guide

Approval Workflow Comparison

Invoice Manger

Approvals Manager

Approve Payment of Purchase Orders

Send to Timberline Accounting