{"id":5173,"date":"2023-05-23T11:41:08","date_gmt":"2023-05-23T11:41:08","guid":{"rendered":"https:\/\/docs.daftra.com\/tutorial\/%d8%a5%d8%b6%d8%a7%d9%81%d8%a9-%d8%b9%d9%85%d9%84%d9%8a%d8%a9-%d8%af%d9%81%d8%b9-%d8%a5%d9%84%d9%89-%d9%81%d8%a7%d8%aa%d9%88%d8%b1%d8%a9-%d9%85%d8%b4%d8%aa%d8%b1%d9%8a%d8%a7%d8%aa\/"},"modified":"2026-10-13T08:46:45","modified_gmt":"2026-10-13T08:46:45","slug":"adding-a-payment-to-a-purchase-invoice","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/adding-a-payment-to-a-purchase-invoice\/","title":{"rendered":"Adding a Payment to a Purchase Invoice"},"content":{"rendered":"
\n

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<\/strong> will be updated, and the payment journal entry will be created automatically.<\/p>\n

Table of Contents<\/strong><\/p>\n

    \n
  1. Steps to Add a Payment<\/li>\n
  2. Payment Form Fields<\/li>\n
  3. What Is the Ref No?<\/li>\n
  4. Payment Status and Its Effect<\/li>\n
  5. Notes<\/li>\n<\/ol>\n

    Steps to Add a Payment<\/h2>\n
      \n
    1. From the main menu, click Purchases<\/strong>, then select Purchase Invoices<\/strong><\/a>.<\/li>\n
    2. Open the required purchase invoice.<\/li>\n
    3. Click Add Payment<\/strong>.<\/li>\n
    4. Enter the payment details as described in the following table.<\/li>\n
    5. Click Add Payment<\/strong>. The message Payment has been added to the purchase invoice<\/strong> appears, and you are returned to the invoice page.<\/li>\n<\/ol>\n

      Payment Form Fields<\/h2>\n\n\n\n\n\n\n\n\n\n\n\n\n\n
      Field<\/th>\nDescription<\/th>\n<\/tr>\n
      Payment Amount<\/strong><\/td>\nBy 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.<\/td>\n<\/tr>\n
      Date<\/strong><\/td>\nThe payment date, which defaults to the current date. It cannot fall within a closed period.<\/td>\n<\/tr>\n
      Payment Method<\/strong><\/td>\nThe payment method (Cash, Bank Transfer, etc.). When you select a method, the associated treasury is selected automatically. The Supplier Balance<\/strong> option appears if the supplier has an available payment balance.<\/td>\n<\/tr>\n
      Treasury<\/strong><\/td>\nThe treasury or bank account from which the amount was paid. This field appears when more than one treasury is available.<\/td>\n<\/tr>\n
      Payment Status<\/strong><\/td>\nDefaults to Completed<\/strong>. See Payment Status and Its Effect<\/strong><\/a>.<\/td>\n<\/tr>\n
      Collected By<\/strong><\/td>\nThe employee responsible for collecting the payment. This field appears depending on the user’s permissions.<\/td>\n<\/tr>\n
      Payment Details<\/strong><\/td>\nAdditional payment details, up to 500 characters.<\/td>\n<\/tr>\n
      Receipt Notes<\/strong><\/td>\nNotes that also appear in the journal entry description.<\/td>\n<\/tr>\n
      Attachments<\/strong><\/td>\nAn image or document proving the payment, such as a transfer receipt.<\/td>\n<\/tr>\n
      Ref No<\/strong><\/td>\nAn optional reference number for the payment, such as a transfer or cheque number. Learn more<\/strong><\/a>.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

      What Is the Ref No?<\/h2>\n

      The Ref No<\/strong> 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:<\/p>\n

        \n
      • The bank transfer number or transaction number in the bank statement.<\/li>\n
      • The number of the cheque paid to the supplier.<\/li>\n
      • The receipt number for a card payment or POS transaction.<\/li>\n
      • The receipt number issued by the supplier.<\/li>\n<\/ul>\n\n\n\n\n\n\n\n
        Question<\/th>\nDetails<\/th>\n<\/tr>\n
        Is it required?<\/td>\nNo. You can leave it blank.<\/td>\n<\/tr>\n
        Must it be unique?<\/td>\nNo. The system does not check for duplicate values.<\/td>\n<\/tr>\n
        Where does it appear after saving?<\/td>\nOn the payment page under Payment Details<\/strong>, as Transfer Reference Number<\/strong>. You can also search for it in the payments list using the Ref No<\/strong> filter. It is also recorded in the activity log.<\/td>\n<\/tr>\n
        Where does it not appear?<\/td>\nIt 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<\/strong>.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
        \n

        \ud83d\udec8<\/span><\/p>\n

        Tip:<\/strong> 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.<\/p>\n<\/div>\n

        Payment Status and Its Effect<\/h2>\n\n\n\n\n\n
        Payment Status<\/th>\nEffect<\/th>\n<\/tr>\n
        Completed<\/strong> (default)<\/td>\nThe payment is recorded, and a journal entry is created: debit the supplier account and credit the treasury account.<\/td>\n<\/tr>\n
        Incomplete \/ Pending \/ Failed<\/strong><\/td>\nThe payment is saved without creating a journal entry and does not affect the treasury balance.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Notes<\/h2>\n
          \n
        • The system does not prevent you from entering an amount greater than the amount due. Review the amount before saving.<\/li>\n
        • When paying from the Supplier Balance<\/strong>, 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.<\/li>\n
        • 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.<\/li>\n
        • No payment journal entry is created if the purchase invoice is a draft.<\/li>\n<\/ul>\n<\/div>\n","protected":false},"author":17,"featured_media":0,"template":"","categories":[2188,2196],"tags":[3993,21272,21281,21274,21285,21287,21277,21278,8238,10500,4161,21275,21273,6938,21286,21282,8872,21279,21280,21283,21276,21284],"class_list":["post-5173","tutorial","type-tutorial","status-publish","hentry","category-purchases","category-purchase-invoices","tag-add-payment","tag-add-payment-balance-en","tag-cheque-number-en","tag-collected-by-en","tag-completed-en","tag-mark-invoices-as-already-paid-by-default-en","tag-pay-for-purchases-en","tag-pay-purchase-invoice-en","tag-payment-details","tag-payment-method","tag-payment-options","tag-payment-status-en","tag-pending-en","tag-purchase-invoice","tag-receipt-notes-en","tag-ref-no-en","tag-supplier-balance","tag-supplier-payment-balance-en","tag-transfer-number-en","tag-transfer-reference-number-en","tag-treasury-en","tag-what-is-the-ref-no-en"],"yoast_head":"\nAdding a Payment to a Purchase Invoice - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/tutorial\/adding-a-payment-to-a-purchase-invoice\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Adding a Payment to a Purchase Invoice - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"After issuing a purchase invoice, you can record the amount paid to the supplier, either in full or in installments. 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