Payors / Payees

Payors and Payees are actually Contact Organizations that have a specific Role assigned to them, Z - Books. This specific Role is used to show them, and only them, in the drop down list when choosing the Payor or Payee for a transaction.

This article explains how this special Role type is used in the BOOKS feature.

For Clients, Consultants and other vendors it would be awkward to store information about them in the Contacts feature and also in the Bookkeeping feature. So they have been combined. One other type of Contact that you will encounter in your bookkeeping are your staff members for payroll, mileage reimbursement and reimbursable expenses that they incur. There are easy ways to get your Payor / Payees recorded.

Make your Staff into Payees 
This is quite easy. On the Bookkeeping page, under the Tools menu, click "Rates and Comp Time". A table appears with all your staff listed. One by one click 'edit' on their line. On the form that comes up, check the 'Yes' checkbox where it says "Make Payee". Then click 'Submit'. That is all that there is to it.

Convert any Contact Organizations into Payors/Payees
The previous step has made Contact Organizations of each of your staff members. ​If you haven't been using the Contacts feature of BOOKS, you are finished. You will have an opportunity to add a Payor/Payee whenever you enter a transaction. The Role that makes them part of Bookkeeping is added automatically. You can always go to the table described next to add information.

If you have been using the Contacts feature of BOOKS, you need to add a Role to each Contact Organization that might be part of a money transaction. If you don't, then you are likely to have two records for the same Contact Organization. This will cost you an hour or so of time somewhere down the line to straighten things out.

On the Projects page is a button that says “All Contacts". Click the button to see a table of all your Contact Organizations. For any Contact Organizations that you want to be a part of your bookkeeping (Think Clients and Consultants), click in the ‘Roles’ cell on their line; then  add the Role "Z - Books". That Role is reserved for Payor/Payees that will appear in Bookkeeping.

If you want to add additional Contacts to your Payor/Payees (Contact Organizations), they can be added from this ‘All Contacts’ page.


updated: December 22, 2020