Purchases & suppliers
Pay a supplier
Allocate a confirmed payment to the supplier invoices it settles.
WHERE TO FIND IT
Purchasing → Supplier payments
Step by step
Select the supplier and review unpaid purchase invoices.
Enter the amount, date, payment method and transaction reference.
Allocate the payment to the relevant invoices and review any advance balance.
Save the voucher and confirm the supplier's updated statement.
Partial payments, advances and voids
- Allocate part of a payment to an invoice when paying in instalments. If money is paid in advance, retain the unallocated amount as supplier credit and use it against later purchases.
- To correct a mistaken payment, open the voucher, choose the authorised Void action and record the reason. Verify reversed allocations and the supplier statement before entering the corrected payment.
- When paying from an open till, use the shift’s Pay supplier action so the supplier voucher and drawer movement stay linked. Do not also enter a second cash-out for the same money.
Void a mistaken supplier payment
- Open the payment and use the permitted Void action with a reason. Its allocations are reversed, invoice balances reopen and the original payment remains in the audit history.
- A supplier overpayment is unallocated credit rather than a negative invoice. It can be applied to later purchases, including automatic allocation to a new payable; review the statement before paying the same amount again.
Tools and options
- Supplier payment allocation
- Match full or partial payments to unpaid purchases.
- Supplier advances
- Keep surplus payments as credit for future supplier bills.
- Payment references & voids
- Record transaction references and reverse incorrect payments with a trail.
