In Breeze, make payments means writing checks to vendors or sending EFT payments if you are set up for Bill Pay.
In the Make Payments screen, you can review payables and select which ones you want to pay. The screen shows the starting balance in each bank account, and as you select each payable, it updates the ending balance. You can filter by various criteria, and there is an option to make partial payments.
Both payment methods (check and EFT) require setup.
To make payments
Go to Accounting > Accounts Payable > Make Payments. The filter appears.
Complete the filter and click Display. The lower part of the screen shows the unpaid payables that match the filter criteria.
Select the payables you want to process and click Make Payments. If there are insufficient funds in the bank account, Breeze will display a warning. If you want, you can override the warning and proceed.
Breeze creates a PDF for the checks and downloads it to your system. To print the checks, open the PDF and select Print.
Note: If a bank account has a zero balance, or a negative balance, the Available Balance field will be blank. The Ending Balance field will show the updated negative balance (the starting balance minus the selected payables).
Filtering Payables
By default, the screen displays every open payable in the system. The top left section of the screen is a filter (Payee, Property, Bank, and so on). As soon as you enter an item in the filter, the screen responds, and displays only the payables that match the filter criteria.
Balances by Property Option
By default, the payables are displayed by bank account. When the system checks to see if there is enough money in the bank, it checks the whole bank account, not each property’s share of it. If you would rather see the payables displayed by property, change the Display Option to Balances by Property. In this case, Breeze checks the amounts by property.
Partial Payments
If you need to make a partial payment, click the dollar amount (shown in green) to open it for editing.
Enter the amount you want to pay and click Save.
Type Options: Check, EFT, In-House Check
These filter options are designed to work with Bill Pay.
Check: A Bill Pay check.
EFT: Electronic funds transfer done by Bill Pay.
In-House Check: A standard check that you print and mail (i.e. a non Bill Pay check).
By default, all three are selected. You can deselect one (or two) of the options to separate payments according to method. For example, you could pay all the payables that use EFT but exclude the other types.
If you have not signed up with Bill Pay, all the payments are In-House Check.
Note: Bill Pay can be used for payments to vendors and owners, but not tenants. If you create a payable to a tenant (for example, a deposit refund) and process it, Breeze will print an in-house check, even if the bank account is set up for Bill Pay.
Separate Check Per Invoice
By default, payments to the same vendor are consolidated into a single check. If you want a separate check for each payable, select this option.
Notice Column
The last column on the right is used for system-generated notices, for example, "vendor insurance expired." If there is a notice, an "N" appears in the column. When you hover over it, the notice appears on the screen.
Column Sorting
You can sort payables by Payee Name, Due Date, or Invoice Date. Click the arrows to the right of the column header to change the sort. By default, payables are sorted by Payee Name.