The Supplier Payment View is the full record of money paid out. It shows the financial breakdown, the bills the payment settled, the ledger entries it created, and the allocation form for changing how the money is distributed.
Where to find it
Open any payment reference from the Supplier Payments List.
Reference Information
| Field | Description |
|---|
| Reference | The unique payment reference. |
| Date Paid | The date the funds left. |
| Created By / Created On | Who processed the payment and exactly when. |
| Branch | The business unit the payment was recorded under. |
Document Details (Financial Breakdown)
| Field | Description |
|---|
| Payment To | The supplier who received the funds. |
| From Bank Account | The account the money was paid from. |
| Payment Type | The mode of payment — cash, cheque, transfer. |
| Amount | The total value paid. |
| Allocated | How much has been matched to bills. |
| Discount | Any settlement discount taken. |
| Bank Charge | Any fee the bank deducted on the transfer. |
Supplier & Attachments
The supplier name and address, together with any documents attached to the payment — transfer confirmations, cheque images, remittance advices.
General Ledger Tab
| Account | Effect |
|---|
| Accounts Payable | Debited — reduces the liability owed to the vendor. |
| Bank / Cash Account | Credited — reflects the reduction in company assets. |
| Bank Charges | Debited where a bank fee applied, recording it as an expense. |
| Foreign Exchange Gain | Recorded where exchange rates differ between the invoice date and the payment date. |
The exchange difference is worth understanding on foreign-currency suppliers. If the rate moved between billing and payment, the difference is recognised here as a gain or loss rather than silently distorting the payable.
Allocations Tab
| Column | Description |
|---|
| Type / Reference | The invoice or expense being paid. |
| Total Amount | The original value of that bill. |
| Left to Allocate | The balance on that bill before this payment. |
| This Allocation | The amount of this payment applied to it. |
The Allocation Form
Clicking Allocate opens a form linking funds to outstanding bills.
| Element | Description |
|---|
| Payment Info | The payment reference and the total available to link. |
| Invoice Table | Every Yet To Pay or Partially Paid invoice for the supplier. |
| Left to Allocate | The current outstanding balance on each bill. |
| This Allocation | The amount of this payment to apply against it. |
Payment Status
| Status | Meaning |
|---|
| Unallocated | Recorded but not linked to any bill. This is a payment on account or a general deposit. |
| Partially Allocated | Part linked; a balance remains available. |
| Allocated | The full value, including any discount, has been linked to invoices. |
Action Buttons
| Action | What it does |
|---|
| Allocate | Link unallocated funds to outstanding bills. |
| Edit | Modify the payment, subject to permissions. |
| Print | Generate a PDF payment receipt or advice. |
| Void | Cancel the payment and restore the original invoice balances. |
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