Propertyware Knowledge Base :: Paying Bills with Bill Pay

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Paying Bills with Bill Pay

You may pay a bill at the same time you create it (see the "Add Payment" field in Step 5 of Creating Bills). If you would like to pay bills that have already been created using Propertyware's Bill Pay tool, follow these steps:

Click the Money Out Tab.
Click the Bill Pay button on the sub navigation bar.
Select Payment Options - Fill in the fields below to select the way your bills will be paid.

Field Name	Description
Payment Account	Select the Payment Account from the drop down menu. This menu includes accounts in your Chart of Accounts with a type of Bank or Credit Card. Note that, in our 3.1 release, you now have the option to pay bills from a liability account!
Payment Method	Select the payment method, either Check, Credit Card or Cash
Payment Date	Enter the Payment Date.
Options	Append To Existing Vendor Payment: Check box if you would like to add new bill payments to an existing payment to the same vendor. This option will add the selected bill payments to an existing payment if the following fields match the existing payment: Check Number (if both have been designated To Be Printed, and the existing payment has not yet been processed) Payment Account Payment Date month Auto Apply Portfolio Income (visible if Portfolio Filter is used) - Use this tool if you want to automatically pay bills for multiple portfolios. This option will automatically distribute the available income across the unpaid bills until they are all paid, or until the available income has been used.

Filter The Bills Table - Narrow down the bills shown in the Bill Pay table by using the filters shown below.

Field Name	Description
All Bills / Auto Bills / Due Date	Click a radio button to show one of the following groups of bills: All Bills - Shows all bills, regardless of due date or Auto Bill origin From Auto Bills - Only shows bills that were generated by an Auto Bill Bills Due on or before - Select this option and enter a date to see bills with a due date on or before the designated date
Portfolio Filter	Use this filter to view and pay bills associated with one specific Portfolio. Only portfolios with unpaid bills will appear in this drop down menu. Selecting a specific portfolio with unpaid bills will display the following fields: Available Portfolio Income = Income - Paid bills - Owner Draws. This amount is available to pay bills for the portfolio. Apply - Click this button to automatically distribute the available income across the unpaid bills until they are all paid, or until the available income has been used.
Vendor Filter	Use this filter to view and pay bills associated with one specific Vendor. Only vendors with unpaid bills will appear in this drop down menu.
Default Bank Account	Use this filter to view bills based on the default bank account associated with the paying owner's portfolio. Filtering by the default bank account will reduce discrepancies in the payment account and allow you to pay multiple bills at the same time.

Other filtering tools include:

The Items Per Page filter at the bottom of the bills table. Set to 15, 40, 75, 100 or All to determine how many bills are shown on the page.
Click any of the column headers to sort the table based on the values in that particular column.

Select Bills To Pay

Use one of the following methods to select the bills to be paid:

Type an amount in the To Pay box for bills you wish to pay. Check Boxes for individual bills - Click the box at the beginning of the row to pay the subject bill in full.
Use All/None links - Click All to select all bills on the page, or click None to de-select all bills on the page.
Use Apply from Available Portfolio Income - If you have selected a specific portfolio from the Portfolio Filter, clicking the Apply button next to the Available Portfolio Income will automatically distribute the available income across the unpaid bills until they are all paid, or until the available income has been used.
Use Auto Apply Portfolio Income - Use this tool if you want to automatically pay all bills for multiple portfolios. Using this option will automatically distribute the available income across the unpaid bills until they are all paid, or until the available income has been used.

To Auto Apply Portfolio Income to pay bills, do the following:

After setting your payment information in Step 3, select a portfolio from the Portfolio Filter
Select All for the Items Per Page setting at the bottom of the table.
Check the Auto Apply Portfolio Income box near the top of the page.
Click the Pay Bills button.
Repeat steps 3 and 4 until you have finished paying bills for all portfolios.
If you plan to write the checks by hand, enter in the Check Number for each paid bill. Alternatively, to have QuickBooks print checks for each of the paid bills, leave the Check Number column as is with the text To Be Printed.
Note that To Automatically Group Checks To Vendor, the bills within this group (whether selected from the table above or already grouped within the Bill Payment you seek to add to) must have: The same Vendor; the same Check Number or if they are selected To Be Printed in QuickBooks; the same Payment Date Month, and; the same Payment Account.
If the Available Portfolio Income does not have the funds to cover the amount of the bills, the bills will be paid and the balance will become negative.
Click the Pay Bills button.
You will return to the Bill Pay screen and the paid bill(s) will no longer appear in the table. The paid bills now appear in the Bills tab on the Vendors page of Money Out.