The company can pay the supplier in cash or by transferring funds to the supplier's bank account (non-cash payment). Payment in cash is made using the document Expenditure cash order.
Non-cash payment (transfer of funds to the supplier's current account) is recorded in the document Write-off of non-cash funds.
Documents can be drawn up on the basis of previously drawn up documents Receipt of goods and services. The transfer of funds to the supplier's current account is completed in two stages: execution and printing of a payment document (outgoing payment order) and execution of the actual transfer of funds from the company's current account to the supplier's current account (after receiving a bank statement).
This procedure for entering documents may occur if the enterprise does not plan revenues and does not control the expenditure of funds. If the enterprise needs to control the expenditure of funds, then the expenditure of funds is carried out in accordance with the approved application for the expenditure of funds. To implement this payment option in the program, in the Administration - Organizations and funds section, the Applications for spending funds checkbox must be checked.
Cash control can only be carried out at certain cash desks or current accounts. It is possible to define a list of those cash registers and current accounts, the flow of funds from which will be controlled. This is determined in the card of a specific cash register or current account.
To control the expenditure of funds, the document Applications for expenditure of funds is used.
How to plan and coordinate with management the expenditure of funds.
In order to use the mechanisms for planning and controlling the expenditure of funds, it is necessary that in the Administration - Organizations and funds section the Requests for the expenditure of funds checkbox is selected.
It is also possible to control the expenditure of funds in accordance with established limits on the expenditure of funds. To implement such control, you should select additional checkboxes to control the limit in the Administration - Organizations and funds section.
The cash expenditure limit is set for a month and is detailed down to cash flow items (payment to suppliers, payment of salaries, business expenses, etc.). The list of cash flow items can be optionally supplemented by the user (section Finance – Settings and reference books – Cash flow items).
It is possible to set limits on the expenditure of funds for each division and for each organization.
It should be noted that if there is no need to control the expense for any cash flow item, then it still needs to be included in the tabular part of the DS Expense Limits document; the control option “unlimited” should be set for it. It is possible to automatically fill out the tabular part of the document with all cash flow items or those cash flow limits that were set in the previous month.
The process of approval and approval of the application consists of the following stages.
- Preparation of an application by the payment initiator.
- Coordination of applications.
- Approval of applications (preparing applications for payment).
Preparation of an application by the payment initiator.
An application for spending funds is completed by the manager based on the delivery document. An application for spending funds can be created from a list or from a document form.
It is also possible to submit one application using several delivery documents or without specifying a payment document.
In a new application for the expenditure of funds, all data from the document on the basis of which the application is drawn up is filled in. The manager controls the correctness of filling out the data in the application, sets the expected date of payment and carries it out. The application is submitted in the status Not approved.
The manager can attach to the application printed copies of invoices issued by the supplier, delivery documents or any other documents that confirm the need to spend funds. To do this, use the Attached files mechanism (command on the form navigation panel). If an application must be paid, the manager can set it to high priority.
Coordination of applications.
The list of unapproved applications is submitted for approval to the head of the department (treasurer, financial director). To coordinate applications, a separate workplace is provided for Applications for approval (Finance section). Only those users who have the right (role) Approval of requests for spending funds will be able to approve requests.
In the list, you can select those unapproved applications for which the payment deadline is approaching. To do this, you need to select in the list by the status Not agreed and by the date of payment.
You can also separately consider applications that have the highest priority and applications for each organization.
When viewing applications, the head of the department (treasurer, financial director) sees in the list all the necessary information about the application: the amount of the application, the recipient, etc. Without opening the list, he can see the justification for the need to spend funds on the application (attached files). To do this, click the icon.
To approve (reject) several requests for payment, you can select the required requests in the list and select the appropriate commands:
- Coordinate requests – if it is necessary to coordinate requests for spending funds;
- Reject applications – if applications for spending funds should be rejected.
The application is submitted in the status Agreed. When an application is approved, the established limit on cash expenditures is monitored. The ability to approve requests over the limit is available to all those users who have the right to approval.
You can organize approval of the application by several persons. In this case, the process of approving the application can be organized in the 1C: Document Flow program, using the capabilities of joint use of the Trade Management and 1C: Document Flow programs.
Approval of applications (preparing applications for payment).
To approve applications, the user must have an additional role defined - Approval for payment of applications for spending funds. In the program, this role is set for the Treasurer access profile.
Information about approved applications is included in the payment calendar (Finance section).
The amount of agreed payments for applications is displayed in the All Expected column.
The financier analyzes the possibility of paying for applications on the specified day in cash or by transferring funds from a current account. The application can be opened directly from the calendar and the date and method of payment can be specified for it. That is, in accordance with the available cash balance in various cash registers and current accounts, the financier determines how best to pay for this application.
Directly from the calendar, you can issue an order to move funds (from another cash desk, another current account) or register the expected receipt of funds (receipt of additional loans, credits, etc.).
After specifying the date and method of payment, the financier approves the applications (sets the status For payment for them).
After final approval of applications, he checks the possibility of payment of applications. The amount for approved applications is displayed in the Payable column.
After approving the application (setting the status For payment), you can issue a payment document for spending funds.
After approval of the application, it is advisable to issue payment documents indicating the type of payment that was registered in the application. However, other types of payment are also allowed. For example, part of the application can be paid in cash, and part by transferring funds from the current account.
In case of cash payments, the document Cash receipt order is drawn up. The application for spending funds will be shown as a payment order in the list of cash outgoing orders. To fix the payment, just click on the Pay button. The information in the cash receipt order will be formatted in accordance with the data of the approved application.
Transfer of funds from the current account is processed in two stages:
- The payment order is drawn up and printed. The payment order is sent to the bank.
- The actual debiting of funds from the current account is recorded upon receipt of a bank statement on the movement of funds in the current account.
How to issue and print a payment document.
In the program, you can issue any type of payment document: outgoing payment order, transferred Letter of Credit, transferred collection order, etc. To register all these types of documents in the program, one document is used - Write-off of non-cash funds.
What type of payment document is drawn up for transfer to the bank is determined by setting the appropriate type in the document Write-off of non-cash funds.
The list of documents for which payment must be registered is displayed on the For payment list of documents Non-cash payments page.
If cash planning is not used (the Requests for cash expenditure checkbox is unchecked in the settings), then this list will display all those documents for which it is necessary to process cash expenditure: an order to a supplier, receipt of goods and services, etc.
If mutual settlements with the supplier are carried out as a whole under the contract (without detailing orders or invoices), then the list will display the amount owed to the supplier under the contract.
If the enterprise uses cash planning, then this list will display only approved applications for spending funds (applications with the status For payment).
To issue a payment document for debiting non-cash funds, you need to click the Pay button. The document Write-off of non-cash DS will be generated. The information in the document will be filled out in accordance with the approved application for spending funds. In the tabular part of the document, the settlement object (Agreement with supplier, Order to supplier, Receipt of goods and services) that was specified in the application for spending funds will be filled in.
After posting the document, the amount and currency of mutual settlements are automatically filled in. The currency of mutual settlements is determined by the currency of mutual settlements that was defined in the settlement object specified in the payment document. In our case, the object of settlements is the receipt document; it indicates the currency of mutual settlements, rubles, so the amount of mutual settlements will also be recorded in rubles.
The payment document is printed and sent to the bank. To correctly execute a payment order, you need to carefully check and, if necessary, correct all the details that are presented in the Payment purpose field. To automatically fill in the payment purpose, use the Insert command. Using this command, you can fill out a list of those documents for which payment must be registered (indicated in the tabular part of the document as a settlement object).
How to register the fact of transferring funds from the company's current account to the supplier's current account.
After receiving a bank statement with a note indicating the transfer of funds from the merchant's current account to the supplier's current account, the Payment order checkbox is set to Posted by bank.
It is possible to set a group mark for the bank to carry out the selected list of payments.
Upon receipt of the bank statement, the accountant must perform the following actions.
- In the Non-cash payments list, set the bank account and period that are indicated for payments in the bank statement.
- Click the Unaccounted for Bank button. Only those payments that are not marked as carried out by the bank will remain in the list.
- Using the Receipt and Write-off buttons, register those payments that need to be reflected in the bank statement.
- Select the list of all payments and click on the button Posted by Bank.
- In the dialog box that appears, set the date for payments by the bank and click OK.
For all marked payments, the Posted by bank checkbox will be selected. To reconcile payments with the received bank statement, use the Statement by Day report, which is called by a hyperlink from the list.
It should be noted that the program provides the ability to automatically register payments using the Bank Client program. The program is launched by clicking the Exchange with bank button in the Non-cash payments list.
Mixed payment is also available. That is, part of the amount can be paid in cash, and part by transferring funds to the supplier’s bank account. In this case, on the basis of an application for the expenditure of funds (or a receipt document), two documents are drawn up: Expenditure cash order and Write-off of non-cash funds.
Information about payments to suppliers can be obtained in the Card of settlements with suppliers report. The report is called from the supplier card.
How to process a payment to a supplier in foreign currency by transferring funds to a foreign currency settlement account.
Registration of such a transaction makes sense only if settlements are made with a foreign supplier. The currency in which settlements with the supplier are made is determined in the agreement with the supplier. If contracts are not used, then the currency of mutual settlements is determined in the supplier's order or in the receipt document if the order is not placed with the supplier.
Funds must be transferred from the enterprise's foreign currency account to the supplier's foreign currency account.
This operation is executed using the document Write-off of non-cash DS with subsequent registration of payment (checking the Posted by bank checkbox) after registering the bank statement. A current account is selected in the document. It must indicate the currency in which funds need to be transferred to the supplier’s bank account. The currency of the current account may not coincide with the currency in which documents with the supplier are drawn up (supplier agreement, supplier order, delivery document). For example, mutual settlements with a supplier are carried out in euros, and funds are transferred in dollars. After completing such transactions, it is necessary to formalize the revaluation of currency funds. A revaluation document is created automatically when you perform Month Closing processing (Financial section). The program itself determines whether revaluation needs to be performed, automatically revaluates payments to suppliers, calculates exchange rate differences and assigns them to other income (or expenses).
The ability to maintain a payment calendar in 1C 8.3 and 8.2 is available in several standard configurations:
- 1C Enterprise Accounting 8.3 (3.0)
- 1C Manufacturing Enterprise Management
- 1C ERP Enterprise Management 2.0
- 1C Integrated automation
- 1C Trade Management 11 and 10.3
- 1C Management of a small company
The payment calendar is implemented in the form of a report (Fig. 1).
The report displays data on planned receipts, expenses and DS balances. Information can be detailed down to primary documents (Fig. 2).
An example of working with a payment calendar in 1C Trade Management
Let's look at an example for the 1C Trade Management 11 configuration and the new features that have appeared in the latest versions.
First of all, you need to complete the settings. To do this, in the “Administration - Organizations and funds” section, enable the “Requests for spending funds” checkbox (Fig. 3). In other versions, this checkbox can be found in the “Treasury” section.
In the same section, you can set up control of limits for the organization as a whole or for each division.
After the settings have been completed, the “Cash Planning” section appears in the “Finance” section (Fig. 4). In other versions, this may be the “Treasury” section.
Let's enter several expense requests. This document is key for organizing operational control of the traffic of vehicles. Let's look at it in more detail (Fig. 5).
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First of all, you need to select a document operation. In our example, this is “Tax Transfer”. It depends on the selected operation. The program will tell the user which article can be used in a particular case (the list of articles will be filtered depending on the operation).
Since limit control is enabled in the settings, the program blocked document posting. To approve such an application, you must either enable the “Over Limit” checkbox or increase the limit for this item.
Limits are set in the document “Cash Expense Limits” (Fig. 6). The period is set not at the time the application is generated, but at the time of the planned payment. In our example, the application is submitted in July, but the limit is set for August.
The document “Application for DS consumption” has several statuses:
- Not agreed
- Agreed
- To pay
- Rejected.
All uncoordinated applications can be seen in the journal “Requests for spending DS for approval” (Fig. 7). It is convenient to approve applications directly from this list.
Now let’s create a payment calendar and assess the situation.
Figure 8 shows the report for August 2016. It shows cash gaps in red. According to application No. TDTSU-000003 08/04/2016, it is required to pay for the purchase of fixed assets, but there is not enough money for this date.
Unlike the payment calendar of earlier versions (Fig. 1), it is now possible to generate transfer documents or planned receipts of DS directly from the report.
In Fig. 9 we see the document “Expected receipt of DS”, generated by the “Receipt” button directly from the payment calendar. To close the cash gap, you must correctly select the DDS item and the planned date of receipt.
The "Payment Application" document is the main tool of the payment application management subsystem. This document allows you to register in the program the need to transfer cash or non-cash funds to suppliers, employees, tax authorities and other counterparties. In addition, the functionality of the document provides a procedure for coordination and approval of each registered payment request.
Work with the document is carried out in the journal of payment requests. The journal can be accessed via main menu item "Payment requests" "Payment request log", as well as through the program desktop control panel items.
Description of the document form "Application for payment"
The “Payment Application” document form contains characteristics (details) that reveal the purpose of the registered payment. At the top of the form there is a block of basic details that define the organization, financial center, type of funds and other mandatory characteristics of the application. The "Payment purpose" tab contains a list of details that allow you to specify the amount and describe in detail the purpose of the payment. In addition, there are three tabs containing additional information about the planned payment: “Accompanying documents”, “Payments” and “Process of the application”.
Document form "Application for payment"
Basic details
List of basic details:
- Payment deadline – the deadline by which the application must be paid;
- Operation - a payment transaction that determines the type of settlements with the counterparty. The details are required to be filled out;
- DDS article - classifies the registered application for payment in accordance with the article classifier adopted by the organization. The details are required to be filled out;
- Organization - the company in which the application is registered. When entering a new document, the attribute automatically takes on the value of “Primary organization” from the user’s personal settings (indicated in the form of the “Users” directory element). The details are required to be filled out;
- CFD is a structural unit of a company (department, subdivision, department) responsible for mutual settlements with the counterparty - the recipient of funds;
- Initiator – an individual who is the initiator of a transaction registered for payment. The attribute is an additional characteristic of the application and is used as a selection criterion in the subsystem’s journals and reports;
- Payment method - determines the priority payment method for the application (cash or non-cash). When entering a new document, the attribute takes on the value “Non-cash”;
- Comment – a line of arbitrary commentary for the registered payment request;
- Responsible – the user who registered the application document in the program. The details are filled in automatically and are not available for editing.
Tab "Payment purpose"
When registering a document on the “Purpose of Payments” tab, you must fill in the following details:
- Counterparty - a legal entity or individual who is the recipient of funds, is filled out from the directory "Counterparties". The details are required to be filled out;
- Agreement - an agreement with a counterparty, within the framework of which it is necessary to transfer funds;
- Amount of payment ;
- VAT rate ;
- VAT amount included in the payment amount;
- Currency of funds;
- Purpose of payment– payment purpose line defining the subject of the transaction, i.e. for which you need to transfer funds. The payment purpose can be generated automatically;
- Foundation document number- number of the document that is the basis for the application (for example, invoice number for payment, invoice number, etc.);
- Date of founding document- date of the document that is the basis for the application;
- A document base- a line of information characterizing the primary document received from the counterparty and which is the basis for the transfer of funds. If the basis for payment is an invoice, the document characteristics are filled in manually. This detail is automatically filled in when entering an application based on the supplier’s document (invoice, certificate of completion and other primary documents registered in 1C: Accounting);
Tab "Accompanying documents"
The "Accompanying Documents" tab contains a table field intended for attaching to the payment application all the necessary accompanying documents, for example, contracts, additional agreements, invoices, certificates, specifications, etc. Attached documents must be electronic documents of any format. When recording an application, all documents specified on the tab are saved in the information database, which ensures the safety of these documents and the ability to quickly access them directly from the application form.
Application for payment: tab "Accompanying documents"
List of available details:
- Title of the document- name of the attached document. When adding a document file, the file name is automatically entered into this field. If necessary, the user can change the specified value;
- Document type - the type of attached document. This field is not editable and is filled in automatically when you select a file;
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In accounting, an invoice for payment in 1C is a document that an organization presents to the buyer for goods delivered or services provided in order to inform about the need to deposit funds.
1C provides two options for working with invoices for payment in 1C:
As a document that is stored in the database and a corresponding printed form. It is designed to control mutual settlements with customers in the system and display relevant information on paper.
A printed form of the Invoice for payment, which is generated from a customer order or sales document and is needed for sending to the buyer. You can print it at any time, and you can also save the form displayed on the screen to your PC in any format.
Which of the above options will be applied depends on the value of the constant Use invoices for payment to clients and is set in the Master Data and Administration section → Sales → Wholesale sales → Invoice for payment.
Document Invoice for payment 1C 8.3
Creating an account in 1s 8.3 is possible by entering a new one from the Register of trade documents, as well as by entering based on, subject to certain conditions
According to the customer's order, if:
In it, an agreement with the order of interaction By orders is selected;
It does not require an agreement, but the agreement specifies the payment procedure for orders.
An invoice for payment in 1C is created based on the Sale of goods and services if:
An agreement is used that defines the procedure for invoices;
An agreement is not needed, but the agreement specifies the rules for payment of invoices.
An account in 1C 8.3 can be created on the basis of any of the above documents, provided that the rules for mutual settlements with the client are according to contracts.
When creating an invoice for payment 1C 8.3 according to the data of any of the specified objects, the “Creation of invoices for payment” workplace is intended; it opens in the list using the Create based on command.
There are two working tabs here: Stages and payments and Invoices for payment. Each has its own details and performs certain functions.
The first displays all planned payments provided for according to the payment schedule.
Let us explain what kind of schedule we are talking about. In an agreement with a client, be it individual or standard, you can establish a payment schedule, in accordance with which it is necessary to record the receipt of funds in the information system.
For the payment schedule, indicate the name and fill in the list of stages. For each stage of the payment schedule, the payment option (advance, prepayment or credit), payment (non-cash or cash), percentage of the total amount (the total of all lines should be equal to 100%), deferment (shift in days from the date of sale) is determined.
Let's give an example. The terms of interaction have been established for the client: to ship products according to the application, the buyer must make an advance payment in the amount of 50% of the amount of this application, the rest must be paid within 5 days after shipment. All payments are made through the cash register.
Filling in the data looks like this:
Detailing: By order;
Form of payment: Cash;
Payment options: prepayment (before shipment) 50% and credit (after shipment) 5 days 50%
According to the schedule established in the agreement, payment stages are automatically calculated in the document itself (Customer Order or Sales of Goods and Services). If necessary, they can be adjusted manually using the link in the Payment field and transferred to the document without changing the data in the directory.
The flags in the first column of the bookmark are set automatically for those lines for which you need to issue an invoice for payment. If payment for the line has already been made (payment documents have been entered into the database), then the line becomes inactive and the amount already received is displayed in the “Paid” column. An invoice is created by pressing the button of the same name. In this case, a new posted invoice will be created, the information in which will be filled in in accordance with the data of the basis document and the amount to be paid. It will appear in the list of invoices on the next tab “Invoices for payment” in the Issued state.
The new 1C account contains the following information:
In the header: on the basis of what it was issued, when, to whom and from whom;
Payment Steps display the form of payment, bank account and/or cash register, and payment schedule;
In Additional, the manager, supervisor, and chief accountant are indicated, the purpose of payment is filled in and, if necessary, additional text is entered for output on a printed form;
In the Comment you can enter other free text for the convenience of the user.
All created invoices for payment of 1C 8.3 are available in the list of invoices in the “Sales” section. You can view all issued invoices for a settlement object using the “Related Documents” report, and open them directly from the report by clicking on the corresponding lines of the report.
You can display a printed form for a posted account in 1C at any time using the “Print” command; it is also possible to display a group of several selected accounts.
Printed form Invoice for payment 1C 8.3
Generating only the printed form Invoice on 1C 8.3 without storing it in the database, is available from the following system objects:
From a sales order, subject to the following conditions:
It uses a contract with detailed calculations for orders;
An agreement is not needed, but the agreement contains the option of payments By orders.
From the sale of goods and services in the event that:
An agreement is used in which mutual settlements are carried out using invoices;
An agreement is not needed, but the agreement specifies details for invoices.
An account in 1s 8.3 can be generated according to the data of any of the above documents, if they apply the procedure for settlements under contracts.
Also for 1C accounts, the ability to display an invoice from a facsimile has been implemented. To do this, a facsimile print must be added to the organization’s card in the print settings (the adding method is available at the link “How to create a facsimile?”). Printing of such an invoice for payment in 1C is carried out using the Print command by selecting the appropriate menu item.
You can configure the system so that all (or certain) payments will be processed only subject to the mandatory creation and approval of a request for funds. This is regulated by the functional option Applications for spending funds:
If the option is enabled, then the obligation to place orders is configured for each organization bank account:
When creating an application, its operation is indicated:
And also the form of payment:
Applications for spending DS can be created either manually or on the basis of orders, vocational training standards, and other documents. In turn, based on applications, you can create Write-off of non-cash DS, cash settlements, and other documents.
Question 1.14 of exam 1C: ERP Professional Enterprise Management 2.0. Prohibition on writing off funds without an “Application for Payment” document:
- Defined in user settings
- Defined in additional user rights
- Determined by user role
- Determined for each account individually
Verified. The correct answer is the fourth, see above for analysis.
Question 8.5 of exam 1C: ERP Professional Enterprise Management 2.0. The document “Application for the expenditure of funds” can be prepared by type of cash expenditure transactions:
- Transfer of funds to pay taxes
- Transfer of funds between the parent organization and separate divisions
- Registration of a currency conversion transaction
- Transfer of funds to pay customs expenses
- Options 1 or 4
- Options 1 or 2 or 3 or 4
Verified. The correct answer is number six, see the available operations above.
Question 8.8 of exam 1C: ERP Professional Enterprise Management 2.0. The document “Application for the expenditure of funds” can be prepared by type of cash expenditure transactions:
- Transfer to supplier
- Payroll issuance
- Transferring funds to the bank
- Options 1 or 2
- Options 1 or 2 or 3
Verified. The correct answer is fourth. The delivery of funds to the bank is not formalized by an application, but Order to move the DS.
Question 8.10 of exam 1C: ERP Professional Enterprise Management 2.0.
- Cashless
- Cash or Non-cash
- Payment card
- Options 1 or 2
- Options 1 or 3
- Options 1 or 2 or 3
Question 8.12 of exam 1C: ERP Professional Enterprise Management 2.0. When filling out the document “Application for spending funds”, you can specify the form of payment:
- Cash
- Payment card
- Money document
- Options 1 or 2
- Options 1 or 3
- Options 1 or 2 or 3
Verified. The correct answer is fourth.
Question 8.14 of exam 1C: ERP Professional Enterprise Management 2.0. The document “Request for expenditure of funds” can be entered:
- Based on the document "Order to supplier"
- Based on the document "Receipt of goods and services"
- Options 1 and 2 depending on the status of the supporting documents
- From the "Payment calendar" report
- Options 1 and 2 and 4
- Options 3 and 4
Verified. The correct answer is number five. Let's consider. Based on the Order to the supplier, the application is entered without problems, despite its status Not agreed and payment after delivery (which has not yet taken place):
here is the application:
Vocational schools have no statuses at all; The application can also be entered without problems:
From the Payment Calendar report, there is no direct option for creating applications, but you can open the basis document from the report and make an application from it:
Question 8.11 of exam 1C: ERP Professional Enterprise Management 2.0. Based on the document “Application for spending funds”, you can enter a payment document if the application has the following status:
- To pay
- Agreed
- Regardless of status