Alternative Payees

Some suppliers 'factor' their invoices - that is, they use another company to collect payments on their behalf.

Normally cheques are made out to the Supplier, but where invoices are factored, you can generate cheques to an Alternative Payee instead, provided you have linked the alternative payee to that supplier in Arbor Finance. Arbor Finance allows a single alternative payee to be linked to multiple supplier records.

From the Records menu choose Contacts and click the Alternative Payees tab. Here you can:

• Find and view alternative payees in the system
• Create an alternative payee
• Edit an alternative payee record
• Delete an alternative payee record

To find and view alternative payees

1. From the Records menu choose Contacts and click the Alternative Payees tab.
   Under Alternative payee entries, the available records are listed.
   
   
   
   
2. To find the alternative payee you want, scroll through the list, or enter all or part of their Code or Full name in the Quick search box and click the magnifying glass.
   If you enter at least two characters, Arbor Finance will auto-search after a second or two.
   For a more precise search including Sort Key, Post Code and Phone, you can also use the Advanced option.
3. Click on the alternative payee record you want, to select it.
   Information for this record is displayed in the right pane.

To create an alternative payee

1. From the Records menu choose Contacts and click the Alternative Payees tab. Click Add.
   In the right-hand area under Definition, the fields to compare are shown.
   
   
   In the right-hand area under Definition, the fields to complete are shown.
   
   
   
2. Enter the account information in the Definition fields:
   • The Payee code is mandatory. Enter a code of up to 8 characters for this account.
   • Enter a Sort Key for this record (optional).
   • On the General sub-tab:
     • Enter the contact details and VAT information for this account, and an optional Reference.
     • Tick the Payment methods boxes that apply (Cheque, Direct debit, Centrally Invoiced or BACS - which activates a BACS sub-tab).
     • Select the required Remittance method (Email, Print or None).
3. For Supplier records only, if the BACS Payment method option has been enabled, click the BACS sub-tab and enter the Bank account name, Account number, and Sort code for this supplier, and an optional Reference.
4. Click Save (or Cancel).

You can only add records in the current school year.

To edit an alternative payee record

1. On the Alternative payee's tab of the Contacts window, select the required record and click Edit.
   The editable fields are shown in green type.
2. Make any changes you require to the Definition fields for this record, including the General sub-tab and the BACS sub-tab if enabled.
3. Click Save (or Cancel).

You can only edit records in the current school year.

To delete an alternative payee record

1. On the Alternative payee's tab of the Contacts window, select the required record.
2. Click Delete and then Yes to confirm.

Once the record has been associated with a supplier or a transaction, you cannot delete it.

TIP: You can see a report of your alternative payees in Reporting ->Contacts -> List of alternative payee