How can I split a payment that is showing on the payments screen?
ExpensePlus automatically combines purchases that are for the same payee together into one payment.
This has a number of benefits:
- It helps reduce the number of payments that need to be made.
- It saves the person submitting expenses from having to manually add up receipt amounts.
- It saves the person making the payments from having to manually add up purchase amounts.
Learn more about combining payments here.
You can make split payments by selecting the purchases you want to be included in each payment.
Common reasons to split a payment showing on the payments screen
- You wish to make payments from multiple bank accounts
Where you wish to make payments from multiple different bank accounts e.g. based on the fund each purchase relates to, in System Settings you should set 'cross fund payment grouping' to 'disabled'.
This will prevent the grouping of payments for payees where the fund for different expenses is different.
Learn more here: What is Cross-Fund Payment Grouping?
Note: Having separate bank accounts for each fund is not necessary from a fund accounting perspective. Read this blog article to learn more: Should restricted funds be in a separate bank account?
- You are trying to process payments that have already happened through the expense and payments process in ExpensePlus
The expenses and payments process flow in ExpensePlus is designed to be used in real-time, with ExpensePlus helpfully grouping payments that need to be paid to the same payee together.
This process flow is not designed to be used retrospectively.
If you are either:
- making payments outside of the expense and payments process flow, or
- you are starting to use ExpensePlus mid-financial year and trying to retrospectively add transactions
Then you need to add expenditure transactions from within the match transactions screen. Don't try to process purchases retrospectively through the expense and payments process flow.
If you do try to process purchases that have already been paid via the expense and payments process flow, then ExpensePlus will group purchases into a single payment group as it's designed to do when the process is correctly used in real-time.
Note: if you are trying to retrospectively import and reconcile transactions, see this separate help guide article which covers how to do this.
Top tip: We highly recommend you use the expenses and payments process in ExpensePlus. If you only make payments when they are showing as ready to be paid on the payments screen this will:
- save you time;
- make processing of purchases simpler;
- avoid the risk of making duplicate payments.
To help you better understand the Payments module as a whole, please visit the module overview page here.