Bill Payments Settings

To initiate bill payments in AltheaSuite, follow the steps below.

Log in to your account using your credentials.

Navigate to Settings > Bill Payments, and update the settings as required.

Show Business Location in Expense Account Grid

In Bill Payments settings, enable the checkbox “Show Business Location in Expense Account Grid“. This option allows you to specify the paying location, even if the expense is recorded under a different business location.

When paying a bill, if you enable this option “Break into multiple expense accounts”, it allows you to record multiple expenses within the same bill for the same payee. The business location field (enabled via bill payment settings) will become visible and can be modified as needed.

Use 2-Step Financial Transactions for Bill Payments

In Bill Payment settings, when the checkbox “Use 2 step Financial transactions for bill payments” is enabled, the expense is handled in two steps:

Step 1.  A bill is  generated and the expense recorded in the system.

Step 2.  The payment for recorded expenses is made.

By enabling this setting, additional fields such as Payment Status, Bill Payment type and Payable FA account will become visible on the Bill Payments screen.

Step 1:  Generate the bill and record the expense: It will record the payable amount under the selected expense account.

The system will create an FA transaction to record the bill payment expense.

Step 2:  Complete the payment of expense: To make the payment for an expense, click on the context menu of the recorded expense and select “Mark As Complete”.

You can also view the associated FA transaction by selecting the relevant option from the same context menu.

You may edit the Payment date as needed; however, the payment amount can not be changed and must be paid in full. Click “Pay” to complete the payment.

If you are paying through check, enter the check number in the given field. To proceed and print the check, click on “Pay and Print Check”.

Once the payment is completed, the bill payment type and payment status for both the documents will be updated. The associated payment document number will appear in the “check payment number” column of the recorded expense document.

An FA transaction will be created to record the payment associated with the bill payment.

Note: If you wish to delete a specific bill payment, you must first delete the payment, and then delete the recorded expense.