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How do I pay a Contractor?

Zenya Allen
Zenya Allen
  • Updated

The steps below show you how to pay a Contractor, including how to:

  • Understand the meaning of each column of the Pay Contractor screen
  • Exclude an invoice from a Contractor payment
  • Preview and automatically update a Contractor payment
  • Pay an invoice, when Landlord money is available but the Landlord Payment hasn't been updated
  • Pay a Contractor from Landlord Retention
  • Add an agency commission percentage
  • Add an agency fixed fee amount
  • Add a statement remark
  • Part pay a Contractor invoice
  • Set up a Contractor statement to use Branch instead of User stationery

A Contractor payment is available to pay once a Landlord Payment has been updated. If your Landlord has funds available and you want to pay the Contractor, you can force a ledger payment.

A list of Contractors who have monies available to be paid can be produced from the Organiser.
For more information on How can I see a list of Contractors to pay, click here

If you prefer to pay multiple Contractors at one time, you can do so.
For more information on Can I pay multiple Contractors at the same time, click here

This article includes: 

Understanding Pay Contractor

A Contractor payment is available to update along with their pay invoices, once a Landlord Payment has been updated.

  1. Double click Contractors from the side menu
  2. Search for the relevant Contractor using Search Text by Name, Code or Status
    1. Alternatively, find the Contractor using Additional Options from the dropdown menu
    2. If searching for an archived record in Only Search Listable Records, select No
    3. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Click on the Contractor
  4. Click Pay Contractor
  5. Pay Contractor will display, detailing the status of invoices in the respective columns
    • Cash – Pay Cont - Invoices are ticked to Pay Now. They have already been taken from the Landlord Payment or Tenant/Tenancy deposit
    • Cash – Pay Later - Invoices are ticked to Pay Later. They have already been taken from the Landlord Payment or Tenant/Tenancy deposit 
    • Ledger - Pay Cont - Invoices which were entered to Pay Now. They have not yet been deducted from the Landlord Payment or Tenant/Tenancy deposit
    • Ledger - Pay Later - Invoices which were entered to Pay Later. They have not yet been deducted from a Landlord Payment or Tenant/Tenancy deposit
      1. Click on the arrow of a column to view a list of invoices 
      2. Ref - If entered, this should correspond to the Contractors invoice number
      3. Description - Click to overtype and edit if required
      4. Cash Available - Indicates whether these invoices have already been taken from the Landlord Payment or Tenant/Tenancy deposit
      5. Pay Now - If ticked and you don't want to include the invoice in this payment, untick it for the invoice to move to either the Cash or Ledger - Pay Later 
      6. Landlord, Property, Tenancy and Tenant - Each show the record which the invoice was posted to
      7. Click Confirm to save any changes
      8. Click Print, Preview or Export - If required
      9. Click Cancel to exit
      10. Click Close

Preview and automatically update 

  1. Double click Contractors from the side menu
  2. Search for the relevant Contractor using Search Text by Name, Code or Status
    1. Alternatively, find the Contractor using Additional Options from the dropdown menu
    2. If searching for an archived record in Only Search Listable Records, select No
    3. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Click on the Contractor
  4. Click Pay Contractor
  5. Right click on the Contractor company name
    1. Select Preview Statement to check the details of which invoices you will be making payment
    2. If you need to exclude any invoices from the payment, untick Pay Now to move it to either the Cash or Ledger - Pay Later 
    3. Continue once you are satisfied with the list of invoices to pay on the Preview Statement
  6. Tick Pay 
  7. Ref/Cheq - Edit if required
  8. Pay Type - If this isn't correct, return to the Contractor Information to correct before continuing
  9. Click Draft Print - If required
  10. Click Pay Contractors

A Contractor Remittance and Payment Advice will be produced and sent to the Contractor by their Delivery Type, selected on their Contractor Information.

A copy will be saved in the Contractors History Log.

Manually update and control commission

  1. Double click Contractors from the side menu
  2. Search for the relevant Contractor using Search Text by Name, Code or Status
    1. Alternatively, find the Contractor using Additional Options from the dropdown menu
    2. If searching for an archived record in Only Search Listable Records, select No
    3. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Click on the Contractor
  4. Click Pay Contractor
  5. Right click on the Contractor company name
    1. Select Preview Statement to check the details of which invoices you will be making payment
    2. If you need to exclude any invoices from the payment, untick Pay Now to move it to either the Cash or Ledger - Pay Later 
    3. Continue once you are satisfied with the list of invoices to pay on the Preview Statement
  6. Right click on the Contractor company name
  7. Click Pay Contractor
  8. Pay Contractor will display and can be edited if required
    1. A full summary of expenses, commission and fixed fees displays, if applied
  9. Click Update

A Contractor Remittance and Payment Advice will be produced and sent to the contractor by their Delivery Type, selected on their Contractor Information.

A copy will be saved in the Contractors History Log.

Pay an invoice without updating Landlord Payment

On occasions, you may want to pay an invoice when the Landlord Payment hasn't been updated.

If you can see there are sufficient funds available to pay the invoice from the Landlord Payment, you can select Include Ledger.

  1. Double click Contractors from the side menu
  2. Search for the relevant Contractor using Search Text by Name, Code or Status
    1. Alternatively, find the Contractor using Additional Options from the dropdown menu
    2. If searching for an archived record in Only Search Listable Records, select No
    3. Or select a Branch if multi branch is set up on your CFPwinMan
  3. Click on the Contractor
  4. Click Pay Contractor
  5. Right click on the Contractor company name
    1. Select Preview Statement to check the details of which invoices you will be making payment
    2. If you need to exclude any invoices from the payment, untick Pay Now to move it to either the Cash or Ledger - Pay Later 
    3. Continue once you are satisfied with the list of invoices to pay on the Preview Statement
  6. Tick Pay 
  7. Tick Include Ledger. Any invoices in Ledger - Pay Cont will be included in the Contractor payment
  8. If you need to exclude any invoices from the payment, untick Pay Now to move it to either the Cash or Ledger - Pay Later 
  9. Ref/Cheq - Edit if required
  10. Pay Type - If this isn't correct, return to the Contractor Information to correct before continuing
  11. Click Draft Print - If required
  12. Click Pay Contractors

A Contractor Remittance and Payment Advice will be produced and sent to the Contractor by their Delivery Type, selected on their Contractor Information.

Pay a Contractor from Landlord Retention

Landlord Retention is a brought forward balance from the previous statement. This could be carried forward as a one off or setup as a permanent float.
For more information on How can I pay a Contractor from a Landlord Retention, click here

Part pay a Contractors invoice

If the Landlord does not have enough income to cover a full expense, you can split the expense in order to part pay the invoice from the income available.
For more information on How do I part pay an expense to a Contractor, click here

Contractors commission

If you have an arrangement with your Contractor to deduct either a commission percentage or a fixed fee from their invoices, this can be added to the Contractor Information.
For more information on How can I take commission on a Contractors expense, click here

Add a statement remark

If you would like a default statement remark to appear on all your Contractor Remittance and Payment Advice, you will need access to User Defaults, to edit your default settings. These can be accessed by those who have the correct permissions.

The Statement Remarks are set up in the Landlord Remarks. Select an option 1, 2 or 3 as detailed.

  1. Click Defaults on the main toolbar
  2. Click User Defaults on the dropdown menu
  3. Click Preferences
  4. Click the Stationery tab
  5. Click the Contractor tab
  6. Landlord Statement Remark - Edit 1, 2 or 3. They cannot be blank so use a full stop in place of text if required
  7. Click Close
  8. Click Close

Branch details

You can set up Contractor statements to show the Branch details of the Contractor and not the User.