Open OTA+ and go to Suppliers > Un-Paid Bills 


You can only pay bills that have been Approved for Payment and are blue.

Locate the bill you want to pay and select the relevant 'Details' box on the right hand side.



This takes you to Bills Payment Tab. 

In order to pay a bill, there needs to be funds available in either the Owner's Ledger or 'Owner's Contingency Ledger'. You will be able to see whether sufficient funds are available from the relevant row in the 'Avail Balance' column.


If funds are available, enter the amount owing on the bill in the "Amt Applied" column of the relevant invoice and then press enter on your keyboard. If you are paying all bills via ABA file, then select "ABA EFT" as the Payment Type in the dropdown options. If you are processing end of month or end of financial year payments and need to backdate all transactions, you can change the date at the bottom of the window as required.


If a bill has already been paid and you are reconciling that payment out of the trust account, you can select 'EFT' as the payment method and backdate the payment to the date of the transaction in the trust.


Finally, click on the action button and select 'Pay Applied Amount'.



If there are insufficient funds in either the owner's ledger or the contingency ledger to pay the bill, you have three options.


1 - you can part pay the bill. Simply enter the total available balance of each/either ledger in the amount applied column and pay whatever can be paid via the same process above.


2 - leave the bill until next month. If there are some, but insufficient, funds in the owner ledger, you should complete a journal entry to transfer those funds into the contingency ledger, otherwise those funds will be paid out to the owner at the end of the month.


3 - if the bill simply must be paid in full, you can pay the shortfall out of one of your holding accounts. Simply click on the Green box in the Holding Account column of the Holding Acc row to select the relevant account, then enter the shortfall into the Amount Applied column pertaining to that row. Alternatively you can journal funds from a holding account to the owners ledger prior to paying the bill. You can also, if time permits, transfer funds from your business account to the trust account and mark the payment as a loan to the owner using the Trust Account > Receipts process. The final, and probably cleanest option, is to delete the bill from OTA+ and pay the invoice out of your business account. For any of these methods, be sure to create an invoice to the owner so those funds are repaid to you at a later date.