Supplier Payments List and Inquiry
The Supplier Payments List provides a complete overview of all funds dispersed to your vendors. This dashboard allows you to monitor your cash outflow, verify which payments have been correctly matched to invoices, and identify any unallocated funds that remain as open credits with your suppliers.To access this list, navigate to Purchases > Click the "Payments" Tab.
Filters Section
Filters help you quickly track and audit your payment history.
- Reference: Search for a specific payment using its unique transaction reference number.
- Supplier: Filter the list to show all payments made to a particular vendor.
- Date: View all payments recorded within a specific date range.
- Project: Filter by project to see all payments linked to specific job costs.
- Select an Employee: View payments processed by a specific staff member.
- Branch: Filter by business branch (visible if enabled in system preferences).
New Supplier Payment
The + New Supplier Payment button opens the payment entry form, where you can select a supplier, a bank account, and the specific invoices or expenses you wish to settle.
Payment Table
The table summarizes your dispersed funds based on the applied filters:
- Type: Confirms the transaction is a Supplier Payment.
- Reference: The unique payment ID. Clicking this opens the Detailed View.
- Supplier: The vendor who received the payment.
- Date: The date the payment was officially recorded in the system.
- Amount: The total value of the payment dispersed.
- Balance: The amount of the payment that has not yet been allocated to an invoice or expense.
- Status: Indicates how the payment has been applied to outstanding liabilities.
Payment Status
- Allocated: The full amount of the payment has been successfully matched against specific supplier invoices or expenses.
- Partially Allocated: A portion of the payment has been matched to invoices, but a remaining balance is still available to be applied later.
- Unallocated: The payment has been recorded, but no part of it has been linked to an invoice or expense yet (remains as a supplier credit).
More Options (Action Menu)
Each payment entry includes a More dropdown menu for management tasks:
- GL: View the General Ledger entries, typically showing a debit to Accounts Payable and a credit to the Bank/Cash account.
- Edit: Modify payment details, such as the date or reference number, provided it hasn't been fully reconciled.
- Allocate: Opens the allocation screen to link this payment to outstanding supplier invoices or expenses.
- Mail: Send a payment confirmation or advice directly to the supplier via email.
- Print: Generate a professional PDF payment advice for your records or to send to the vendor.
- Void: Cancel the payment transaction and restore the balance on the original invoices or expenses.