A payable is the record in Breeze of a bill or invoice from a vendor. After you enter a payable, you can use Breeze to print a check or make an EFT payment.
To add a payable
Go to Accounting > Accounts Payable > Payables and click Add New. The New Payable screen appears.
Complete the screen.
Payee | Select a vendor. When you select a vendor, Breeze displays the vendor's address and phone number; it also completes the Payment Method field on the right-hand side of the screen. |
Invoice Number | If there is an invoice number on the bill, enter it. This will help you match the record in Breeze with the actual paper invoice. |
Invoice Date Due Date Post Month | The date fields are completed automatically. The Invoice Date defaults to the current date; the Post Month to the current operating month. The Due Date field defaults to the invoice date plus the discount days or payment terms that are set up on the vendor record. |
Property Account Amount Notes | In the lower part of the screen, select the Property and Account (the expense account), and enter the Amount. Enter notes as needed to identify the expense. You can use one row for the entire bill, or you can add more rows to split the bill by properties and/or accounts. When you select a property, Breeze completes the Cash Account field. |
Check Memo from Inv (Invoice) | Select this option if you want the Note on the payable to be used as the memo on the check. |
Adjustment | Select this option for a payment that is automatically deducted from your bank account. |
Click Save.
After saving, you can add attachments via the Attachments tab on the left.
Payments
There are two ways to make payments:
For a single check payment, click the Pay Now button on the payable.
For multiple payments and EFT payments, go to the Make Payments screen (Accounting > Payables > Make Payments).
Duplicate Invoice Numbers
If you enter an invoice number that is the same as one that has already been used for this vendor, Breeze gives a warning message. You can change the invoice number, or, if the duplicate number is appropriate, you can click through the warning and save the payable.
Check Memos
On the Vendor screen, you can enter a memo that will appear on all checks made out to that vendor.
On the Payable screen, you can select Check Memo from Inv (invoice) if you want the Note on the payable to be used as the memo on the check.
Payments to Owners and Tenants
Payments are typically made to vendors, but in some cases, you need to make payments to owners or tenants. There are two functions that create payables for them automatically: Pay Owner and Deposit Refunds. For cases that are not covered by these features, you can create an ad hoc payable.
In the lookup for Payee, change the Person Type to Owner or Tenant.
