Making supplier payments

When a supplier payment is entered into the accounting module it will:

  • Create the necessary accounting entries.
  • Update the supplier account balance.
  • Mark selected invoices/credits as cleared.
  • Where invoices relate to orders, those orders will also be marked as paid.

Entering a supplier payment

Supplier payments can be created in the following ways:

  • From the purchase order screen, recording a payment made for a single purchase order. If the order is invoiced, the payment will also mark the associated invoice as paid.
  • From the supplier payment allocation screen, by entering an amount against one or more invoices.
  • Using the bank import + match routine, by clicking a withdrawal and matching against an unpaid supplier invoice.

How to mark an invoice as paid

  1. Search for and open the supplier record.
  2. Navigate to the payment allocation screen, using the link in the Financials info box.
  3. Enter the amount to pay against the relevant invoice(s) and credit(s).
  4. To write-off an amount on any invoice or credit enter an adjustment amount and select where this balance should be posted to in accounting below the table.
  5. Select the bank account.
  6. Enter the payment date.
  7. Enter a payment reference.
  8. Check the payment total.
  9. Click Submit.

Paying multiple invoices

A payment can be made to pay a supplier for multiple invoices. This is done from the payment allocation screen just like for a single invoice. Invoices may be paid in part or in full, credits and on-account amounts can be included in the same transaction.

To make an on account payment enter the amount in the provided field. This amount will sit unallocated on the supplier account ready to be applied to invoices at a later date.

To pay an invoice enter the amount in the "To pay now" field.

To distribute a specific amount across numerous invoices (until it runs out) select the invoice rows and click the Pay amount button.

To pay a batch of invoices in full, select the rows and click the Pay button.

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Checks (US only)

If you want to record the check number that you paid the vendor with, enter it into the check number box on the payment allocation screen. This will show on the vendor payments list, from where you can print checks.

Read more about check printing.

On account payments

An 'on account' payment recognizes that a payment was made but it is not allocated against any invoices or credits. An on account payment can be allocated to invoices and credits at any time, leaving any un-utilized balance as on account until it is needed.

How to record an on account payment

  1. Search for and open the supplier record.
  2. Go to the Payment allocation screen using the link within the financials information box.
  3. Select the bank account, date and enter a payment reference.
  4. Enter the on-account payment amount.
  5. Click Submit.

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