Recording Multiple Payments When Creating a Purchase Invoice

The system allows you to split the payment of a purchase invoice across more than one payment method or treasury in a single step when creating the invoice, instead of recording only one payment. This is useful in cases of partial payment from different treasuries or when using multiple payment methods at the same time.

Before You Begin

• Make sure you have the permission to add purchase invoices under the Purchases permissions in your role.
• Make sure the required treasuries or bank accounts exist in the system before you begin.
• The multiple payment option only appears when “Already Paid to Supplier” is enabled while creating the invoice.

Steps to Record Multiple Payments on a Purchase Invoice

• From the main menu click “Purchases“.
• Click “Purchase Invoices“.
• Click “Add” to create a new invoice.
• Enter the invoice details: supplier, date, items, and amounts.
• In the payment section, enable the “Already Paid to the Supplier” option.
• From the “Payment Method” dropdown select “Multiple”.
• A payment rows table appears — click “Add” to add a new payment row and enter for each row:
  • Payment Method: Cash, Cheque, Bank Transfer, etc. (Required)
  • Treasury or Bank Account: The payment source. (Required)
  • Reference: A reference number for the payment such as a cheque number or transfer number. (Optional)
  • Amount: The value of this payment. (Required)
• Repeat the previous step to add the remaining payment rows until the total amounts equal the invoice total.
• Click Save to complete creating the invoice.

How the System Works Upon Saving

• The purchase invoice is created and recorded with a status of “Paid” or “Partially Paid” depending on the total payments compared to the invoice total.
• The system automatically creates an independent journal entry for each payment row reflecting the payment method and the selected treasury or account.
• The amounts are immediately deducted from the treasuries or bank accounts specified in each row.
• All payments appear on the invoice view page under the Payments section.
• The creation is recorded in the general activity log.

Validation Rules

• The “Multiple” option in the payment method only appears after enabling “Already Paid to Supplier”.
• At least one payment row must be added when selecting “Multiple”. If no row is added the following message appears: “At least one payment method must be added.“
• All fields in each payment row are required except the Reference. If any required field is left empty the following message appears: “This field is required and cannot be empty.“

Notes

• If you switch back from “Multiple” and change the payment method to a single option, all added payment rows are automatically cleared.
• Payment rows cannot be edited after saving the invoice — you can only add new payments from the invoice view page.
• The same option applies to draft purchase invoices — payments are processed when the invoice is finalized.