Adding a Payment to a Purchase Invoice
After issuing a purchase invoice, you can record the amount paid to the supplier, either in full or in installments. The invoice’s Payment Status will be updated, and the payment journal entry will be created automatically.
Table of Contents
- Steps to Add a Payment
- Payment Form Fields
- What Is the Ref No?
- Payment Status and Its Effect
- Notes
Steps to Add a Payment
- From the main menu, click Purchases, then select Purchase Invoices.
- Open the required purchase invoice.
- Click Add Payment.
- Enter the payment details as described in the following table.
- Click Add Payment. The message Payment has been added to the purchase invoice appears, and you are returned to the invoice page.
Payment Form Fields
| Field | Description |
|---|---|
| Payment Amount | By default, displays the outstanding amount on the invoice. You can edit it to make a partial payment. The amount is recorded in the invoice currency. |
| Date | The payment date, which defaults to the current date. It cannot fall within a closed period. |
| Payment Method | The payment method (Cash, Bank Transfer, etc.). When you select a method, the associated treasury is selected automatically. The Supplier Balance option appears if the supplier has an available payment balance. |
| Treasury | The treasury or bank account from which the amount was paid. This field appears when more than one treasury is available. |
| Payment Status | Defaults to Completed. See Payment Status and Its Effect. |
| Collected By | The employee responsible for collecting the payment. This field appears depending on the user’s permissions. |
| Payment Details | Additional payment details, up to 500 characters. |
| Receipt Notes | Notes that also appear in the journal entry description. |
| Attachments | An image or document proving the payment, such as a transfer receipt. |
| Ref No | An optional reference number for the payment, such as a transfer or cheque number. Learn more. |
What Is the Ref No?
The Ref No field is optional. You can enter a reference number to document the payment and link it to an external document that proves the transaction, such as:
- The bank transfer number or transaction number in the bank statement.
- The number of the cheque paid to the supplier.
- The receipt number for a card payment or POS transaction.
- The receipt number issued by the supplier.
| Question | Details |
|---|---|
| Is it required? | No. You can leave it blank. |
| Must it be unique? | No. The system does not check for duplicate values. |
| Where does it appear after saving? | On the payment page under Payment Details, as Transfer Reference Number. You can also search for it in the payments list using the Ref No filter. It is also recorded in the activity log. |
| Where does it not appear? | It does not appear in the journal entry description or the payment receipt. To include a reference in the journal entry, enter it in Receipt Notes. |
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Tip: Use the Ref No to make it easier to reconcile payments with your bank statement. Search for the transfer number in the payments list to find the relevant transaction directly.
Payment Status and Its Effect
| Payment Status | Effect |
|---|---|
| Completed (default) | The payment is recorded, and a journal entry is created: debit the supplier account and credit the treasury account. |
| Incomplete / Pending / Failed | The payment is saved without creating a journal entry and does not affect the treasury balance. |
Notes
- The system does not prevent you from entering an amount greater than the amount due. Review the amount before saving.
- When paying from the Supplier Balance, the amount cannot exceed the available balance. No new journal entry is created because the balance was recorded in a journal entry when it was added.
- If the invoice currency differs from the base currency and the payment date differs from the invoice date, an additional journal entry is created for the exchange rate difference.
- No payment journal entry is created if the purchase invoice is a draft.