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Vendor Payments

Record payments made to vendors — whether linked to specific bills or as advance payments.

Recording a Payment Against a Bill​

The quickest way to pay a bill:

  1. Open the Purchase Bill.
  2. Click Record Payment.
  3. Fill in the payment details:
    • Payment Date: The date the payment was made.
    • Amount Paid: Adjust if making a partial payment.
    • Payment From: The bank or cash account the payment is made from.
    • Reference Number: Cheque number, NEFT/IMPS reference, etc. (optional).
  4. Click Save. The bill status updates to Paid or Partially Paid.

Recording an Advance / Standalone Payment​

For advance payments to a vendor before receiving their invoice:

  1. Go to Transactions > Vendor Payments.
  2. Click New Vendor Payment.
  3. Select the Vendor.
  4. Enter the Amount, Date, and Payment From account.
  5. (Optional) Add a Reference Number and Notes.
  6. Leave the bill allocation section empty.
  7. Click Save.

The advance is recorded as a debit balance against the vendor and can be applied when their bill arrives.

Allocating an Advance to a Bill​

When the vendor's bill arrives:

  1. Open the Purchase Bill.
  2. Click Apply Advance.
  3. The system shows available advance payments for that vendor.
  4. Select the advance and apply it fully or partially to the bill.

Viewing Payment History​

From the vendor's detail page (Master Data > Contacts > select vendor), you can see all payments made, outstanding bills, and the total balance owed.