4.5.5 Use Blocks Online to Pay Suppliers

Rather than using Blocks Online to record the payment of suppliers that occurred in the past, you can use Blocks Online to help determine which suppliers are to be paid.

This is done by turning on the invoice approval process:  4.5.7 Supplier Invoice Approval Process then following this to bulk pay supplier invoices.

Load the supplier invoices, without any payment details. The invoice will be recorded as Unpaid, but the expenditure will be immediately recognised (the system works off accrual based accounting).

By default the supplier invoice Approval Status is set to ‘Unapproved’.

To bulk load supplier invoices, see this KB article:  In the Workbench area (Reporting -> Accounts Payable) there is a report to support you with identifying unpaid supplier invoices:  3.3.2 Bulk Supplier Invoice Upload

You can then use the ‘Invoice Approval’ section in the Workbench (Finance -> Accounts Payable) to approve invoices that are ready to be paid.

• Change the Approval Status of the invoice to ‘Approved’
  
• The ‘Date to Release Funds’ is the date after which you wish to make payment – This will default to today’s date
  

Then in the Workbench -> Finance -> Accounts Payable -> Bulk Supplier Payment Run, you can pay the invoices in one go. 

When you are ready to undertake a payment run you can run report 038a –Approved Supplier Invoices. This report lists all invoices that are Approved for payment, and that have a payment date of today or earlier.

Once you do the payment run, the invoice status will then be updated to paid. This will also generate a bank file that you can import into your bankline to pay the suppliers from your actual bank account. 

More on this at the bottom of this KB article:  4.5.7 Supplier Invoice Approval Process

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