Supplier Payment View
The Supplier Payment view provides a record of financial outflows to your vendors. It tracks the movement of funds from your bank or cash accounts to settle outstanding liabilities. This view allows you to verify payment amounts, review the specific invoices settled by the payment, and manage the accounting impact on your General Ledger.
Reference Information
- Reference: The unique internal identifier for the payment (e.g., 105/2026).
- Payment Date: The date the payment was officially executed (e.g., 19/03/2026).
- Created By: The user who recorded the payment (e.g., Yokesh).
- Created On: The system timestamp of the entry (e.g., 19/03/2026 11:29 PM).
- Branch: The company branch from which the funds were issued.
Document Details (Financial Breakdown)
This section captures the technical specifics of the fund transfer and how it impacts the supplier's balance:
- From Bank Account: The internal account (e.g., Dummy bank) from which the funds were withdrawn.
- Bank Amount: The actual cash value deducted from your bank account (e.g., ₹ 3.00).
- Bank Charge: Processing fees or service charges levied by the bank for the transfer (e.g., ₹ 10.00).
- Allocated: The total value used to reduce the supplier's debt (e.g., ₹ 3.86). This is calculated as Bank Amount + Discount.
- Discount: Savings or early-payment incentives earned (e.g., 0.86).
- Payment Type: The method of payment (e.g., Savings Account).
Supplier & Attachments
- Supplier: The vendor receiving the payment (e.g., Eran eager).
- Supplier's Reference: External ID like a check number or UTR (e.g., Bank Ref 9901).
- Choose File: Button to upload or view proof of payment (e.g., wire confirmation).
- Comment: Internal notes describing the reason for the payment.
General Ledger Tab
Shows the double-entry accounting impact:
- Accounts Payable (Debit): Reduces the liability owed to the vendor.
- Bank/Cash Account (Credit): Reflects the reduction in company assets.
- Foreign Exchange Gain: Recorded if exchange rates differ between the invoice and payment dates.
- Bank Charges (Debit): If applicable, records the bank fee as an expense.
Allocations Tab
Lists the specific documents settled by this transaction:
- Type/Reference: The invoice being paid (e.g., Purchase Invoice 181/2026).
- Total Amount: The original value of that invoice.
- Left to Allocate: The balance remaining on that invoice before this payment.
- This Allocation: The specific amount of this payment applied to that invoice.
The Allocation Form
Clicking the Allocate button opens a dedicated form to link funds to outstanding bills:
- Payment Info: Displays the payment reference and total amount available to link.
- Invoice Table: Lists all "Yet to Pay" or "Partially Paid" invoices for the supplier.
- Left to Allocate (In Row): The current outstanding balance on a specific invoice.
- This Allocation: Field to enter the specific amount of credit/cash to apply.
- Left to Allocate (Footer): The portion of the payment that will remain "Unallocated."
Payment Status
The status of a payment indicates how much of the paid amount has been linked to specific supplier invoices:
- Unallocated: The payment has been recorded, but the funds have not yet been linked to any specific invoice. This often represents a "Payment on Account" or a general deposit.
- Allocated: The full value of the payment (including any discounts) has been successfully linked to one or more invoices.
- Partially Allocated: A portion of the payment has been linked to invoices, but there is a remaining balance available to cover future bills.
- Draft: The payment entry is in a preliminary state and has not yet been finalized. It does not affect bank balances or supplier ledgers.
Action Buttons
- Allocate: Opens the form to link unallocated funds to invoices.
- Print: Generates a PDF payment receipt.
- Edit: For modify the payment.
- Void: Cancels the payment and restores the original invoice balances.