Payments made to suppliers
Pay supplier bills one at a time or many at once, from cash, bank or the supplier's credit with you, with bank charges posted correctly.
What it is
A payment made settles all or part of an approved supplier bill. You choose the account the money leaves from, the payment method and the date, and the bill, the supplier's balance and the books all follow at once.
A bill can also be paid from the supplier's balance — money the supplier holds for you, for example from a supplier credit. And many bills can be paid together in one run.
Who it is for
- Accountants who run supplier payments.
- Owners who decide what gets paid this week.
- Businesses that pay suppliers by bank transfer, cash or mobile wallet.
- Teams that need a clear record of what was paid, when and from where.
Before you start#
- The bill must be approved. A draft bill cannot be paid.
- Your cash and bank accounts must exist for the location (Accounting › Cash & banks).
- Payment methods are set in Settings › Payment methods.
- If you pay part of an order before the bill, show Advance payments in Settings › Purchase.
Step by step#
- Open Purchasing › Bills, choose the To pay view and pick the bill.
- Choose Pay in its row menu (or Pay a bill on Purchasing › Payments made).
- Enter the amount — up to what is still owed.
- Choose where it is paid from: Undeposited Funds, a cash or bank account of the location, or the supplier's balance.
- Choose the payment method and the date.
- Enter any bank charges and the expense account they go to.
- Save. The bill shows as part paid or paid, and the supplier is owed less.
How to pay several bills at once#
- Open Purchasing › Bills and choose Pay several.
- Review the list: approved bills still owed, oldest due first.
- Tick the bills to pay and adjust any amount.
- Choose the account, the payment method and the date.
- Confirm. Each bill is paid on its own; one that was paid meanwhile in another tab is reported and skipped while the rest go through.
Held bills are always left out of this run.
List views#
Purchasing › Payments made has three views: All, New money (paid from cash or bank) and From balances (paid from the supplier's credit with you).
How it posts to the books#
- From an account: Dr Accounts Payable / Cr the account. When Undeposited Funds cannot cover it, the shortfall runs into Overdraft.
- With bank charges: Dr Accounts Payable and Dr Bank Fees (or the account you chose) / Cr the account for the full amount paid out.
- From the supplier's balance: Dr Accounts Payable / Cr Supplier Balance — no money leaves the bank.
- An advance paid on an order is held as a purchase advance and used by the bill when the goods are received.
Deleting a payment is its exact inverse: the bill is owed again and the journal is reversed.
Limits and what is not there yet#
- Pay several works in your base currency and lists at most 500 bills at a time.
- A payment cannot be more than the bill still owes; overpaying a supplier is not recorded as a payment.
Questions#
Can I pay part of a bill?
Yes. Enter any amount up to what is owed; the rest stays in To pay.
How do I use a credit the supplier gave me?
Pay the bill from the supplier's balance. The credit is used, the bill is settled and no money leaves your bank.
Why was one bill skipped in a bulk payment?
It was on hold, or it was already paid elsewhere while you were preparing the run. The result says which and why.
Can I undo a payment?
Delete it from the payments list where the app allows it. The bill becomes owed again and the books are reversed exactly.