The Supplier Payments List gives a complete view of funds paid out to your vendors. Use it to monitor cash outflow, confirm that payments have been matched to the right bills, and find money sitting unallocated as an open credit with a supplier.
Where to find it
Go to Purchases > Payments.
Filters Section
| Filter | What it does |
|---|
| Reference | Search by the payment reference number. |
| Supplier | Show all payments made to one vendor. |
| Date | View payments recorded within a date range. |
| Project | See payments linked to specific job costs. |
| Select an Employee | View payments processed by a particular staff member. |
| Branch | Filter by business branch. Visible when enabled in system preferences. |
New Supplier Payment
The + New Supplier Payment button opens the payment form, where you choose a supplier, a bank account, and the invoices or expenses to settle. See Supplier Payment.
Payment Table
| Column | Description |
|---|
| Type | Confirms the transaction is a Supplier Payment. |
| Reference | The payment reference. Click it to open the Supplier Payment View. |
| Supplier | The vendor who received the payment. |
| Date | The date the payment was recorded. |
| Amount | The total value paid out. |
| Balance | The part of the payment not yet allocated to an invoice or expense. |
| Status | How the payment has been applied against outstanding liabilities. |
Payment Status
| Status | Meaning |
|---|
| Unallocated | Recorded, but no part of it linked to a bill. It sits as a supplier credit. |
| Partially Allocated | Part matched to bills; a balance is still available to apply. |
| Allocated | Fully matched against supplier invoices or expenses. |
Unallocated payments distort both sides of the picture: the supplier looks unpaid on your ageing report, and you carry a credit with them that nobody is tracking. Clear them through Allocations.
More Options (Action Menu)
| Action | What it does |
|---|
| Allocate | Link this payment to outstanding supplier invoices or expenses. |
| GL | View the ledger entries — typically a debit to accounts payable and a credit to bank or cash. |
| Edit | Modify details such as the date or reference, where the payment is not fully reconciled. |
| Mail | Send a payment advice to the supplier by email. |
| Print | Generate a PDF payment advice. |
| Void | Cancel the payment, restoring the balance on the original invoices or expenses. |
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