Supplier payments

Record money already paid to suppliers and apply it to posted bills. This is bookkeeping only — no fund transfer or card charge. Only Accountant, Admin, or Owner roles can access.

Steps

1. Go to Procurement, then Supplier payments.
2. Find Record a payment. Choose Supplier, Payment date, positive Amount (up to 4 decimals), Currency, and Method (Wire transfer, Check, Credit card, Cash, Online). Add optional Reference and Memo.
3. If currency differs from company base, enter an evidenced Exchange rate (1 foreign = ? base); no automatic fetch.
4. Click Record payment. The payment appears in the list with Applied and Unapplied amounts.
5. To allocate, find the Apply a payment to bills section on this page. Select the Payment, then for each open POSTED bill enter a positive Apply amount. Watch Left to apply; total cannot exceed available unapplied amount and each line cannot exceed the bill's due amount.
6. Click Apply payment. This requires the same supplier and currency, an open accounting period for the payment date, and the system accounts Bank/Cash (1000) and Accounts Payable (2000). Applying affects the ledger and reduces bill balances.

Common problems

• Currency mismatch: payment and bills must share the same currency.
• Allocation errors: sum exceeds unapplied amount, line exceeds bill due, period closed, or missing accounts 1000/2000.
• No open bills or no payments left messages are explicit.
• Network uncertainty: check the list before repeating a record or apply action.

Not available

• Initiating bank transfers, refunds, or unapply actions.
• Online banking connectors.
• Bill mutations or reminders from this screen.
• Export buttons.