Account Payable

This section covers how to manage your accounts payable obligations in MAQSU, including creating and posting vendor bills, managing payments to vendors, and handling vendor credit notes.

Bills

A Bill is a document received from a supplier that records the amount owed for goods or services purchased.

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Create Bill

Let's create a new vendor bill by following steps down below:

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Step 1 — Navigation

Navigate to the Bills list under Vendors ‣ Bills.

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Step 2 — Create

Click the Create button at the top-left of the Bills list page to open a new blank vendor bill form.

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Step 3 — Basic information

The new bill form will open in Draft status. Fill in the following fields:

1. Vendor (Required) – Search and select the supplier who issued this bill. Start typing and select the correct entry from the dropdown list.
2. Reference (Optional) – Enter the vendor's own document or invoice number for cross-referencing.
3. Auto-complete (Optional) – Select a related purchase order or existing bill to auto-populate bill lines.
4. Bill Date (Auto) – The date the bill was issued by the vendor. This defaults to today's date but can be adjusted.
5. Doc. No. (Auto) – Automatically generated by the system after saving.
6. Accounting Date (Auto) – The date used for accounting purposes and period recognition.
7. Payment Terms (Auto) – Select the agreed payment timeframe (for example, Immediate Payment or 30 Days). This determines the due date.
8. Journal (Required) – The accounting journal where the bill will be posted. This defaults to Vendor Bills (USD).
9. Currency (Required) – The currency of the bill based on vendor or document settings.

Once you fill in the vendor and other header details, the form will update to show the entered information.

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Step 4 — Add a line

Under the Invoice Lines tab, add the products, services, or expenses being billed. Click Add a line and fill in the following fields for each line:

1. Description – Enter the description of the item, service, or expense being billed.
2. Account – Select the expense account to classify this bill line (for example, Utility Expenses or Cost of Goods Sold).
3. Quantity – The number of units for this line.
4. UOM – The unit of measure for the item.
5. Price – The unit cost for this line item.
6. Discount – Enter any percentage discount applied on this line.
7. Subtotal – Automatically calculated as: Subtotal = (Quantity x Price) - Discount.

At the bottom of the Invoice Lines section, the Total Summary shows:

• Untaxed Amount – The sum of all line subtotals before taxes.
• Total – The grand total due including taxes.

You can also use Add Multi Products to add multiple products at once, or Discount to apply a global discount across all lines.

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Step 5 — Post

Click Save to save the bill as a Draft. Then click Post to officially post the bill. This will change the status from Draft to Posted and assign a permanent bill number (e.g., BILL/2026/0005).

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Add Credit Note

This is the easiest and most accurate way to create a vendor credit note, as it automatically links to the original bill and pre-fills all necessary information.

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Step 1 — Open a Bill

From the list of bills, click on a posted bill that you want to create a credit note for.

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Step 2 — Add Credit Note

On the bill detail page, you will see the complete bill information with a Posted status. Click the Add Credit Note button located at the top of the page.

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Step 3 — Complete Credit Note Details

A Credit Note dialog will appear with the following options:

1. Credit Method – Select one of three options:

• Refund – Creates a partial refund. The credit note is auto-validated and reconciled with the invoice.
• Full Refund – Creates a complete refund for the entire bill amount (recommended for full refunds).
• Full refund and new draft invoice – Creates a full refund and simultaneously generates a new draft bill to replace the original.

1. Reason – Enter the reason for issuing the credit note (e.g., "Refund for damaged goods").
2. Refund Date – The date of the credit note. Defaults to the original bill date (24/02/2026).
3. Use Specific Journal – (Optional) Select a different journal if needed. By default, it uses the same journal as the original bill.

After filling in all fields, click the Reverse button to create the credit note.

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Step 4 — Verify

All invoice lines from the original bill are automatically copied with the same accounts, quantities, prices, and amounts.

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Add Payment

You can register a payment directly from the bill form. This is the quickest method. It automatically pre-fills the payment amount and links it directly to the bill being paid.

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Step 1 — Open a Bill

Navigate to the Bills list under Vendors ‣ Bills. Click on a posted bill that you want to register a payment for. For example, let's select the bill BILL/2026/0005 with a total amount of $120.

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Step 2 — Add Payment

On the posted bill, click the Add Payment button at the top of the bill form.

An Add Payment dialog will appear. Fill in the following details:

1. Journal – Select the payment account where the money is paid from (e.g., Bank (USD), Cash). This determines which financial account is debited.
2. Doc. No. – Automatically generated by the system (Auto Numbering). Leave as is or enter a custom reference such as a bank transfer ID or check number.
3. Amount – Pre-filled with the outstanding bill balance ($120.00). Adjust for partial payments if needed.
4. Payment Date – The date the payment was made to the vendor. Defaults to today (25/02/2026).
5. Memo – Auto-populated with the bill number and reference for tracking (e.g., BILL/2026/0005 - [reference text]).

Click Validate to confirm and post the payment.

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Step 3 — Verify

When the payment is validated, the bill will be stamped with a green PAID banner confirming that the payment has been fully processed.

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Delete Bill

A Delete Bill action permanently removes a vendor bill from MAQSU ERP after it has been reset to Draft status. This is typically used when a bill was created by mistake and should no longer exist in your accounting records.

Before deleting a posted bill, consider the following:

• Accounting Impact – Deleting a bill removes all associated journal entries and can affect your financial reports.
• Payment Status – Bills with payments must have those payments unmatched first.
• Audit Trail – Deletion is permanent and removes the record from your system entirely.
• Alternative Options – Consider using Cancel Entry or Credit Note instead of deletion to maintain better audit trails.

Bills can have different statuses that affect whether they can be deleted:

• Draft – Bill is saved but not posted. Can be deleted freely using Action → Delete.
• Posted – Bill is posted to accounting. Cannot be deleted directly – must be reset to Draft first.
• Posted + Paid – Bill has payments linked. Must unmatch payments first, then reset to Draft, then delete.

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Step 1 — Reset to Draft (If bill is posted)

Since this bill shows "Not Paid" status with no payments linked, we can proceed to reset it to Draft.

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Step 2 — Delete

Now that the bill is in Draft status, you can delete it. Click the Action dropdown button at the top of the page.

From the Action menu, select Delete.

Review the bill details one final time to ensure this is the correct bill to delete. Once confirmed, click OK or Delete to permanently remove the bill from your system.

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Print Bill

Printing an bill in this system is a straightforward process. Here is the breakdown of how to do it:

1. Select the Invoice: Locate the invoice you wish to print (for example, INV/2026/0007). Click the checkbox on the far left of the row. A checkmark will appear to indicate it is selected, as shown by the red marker (1).
   
2. Open the Print Menu: Navigate to the top of the table and click the Print button, indicated by the red marker (2).
   
3. Choose a Format: From the dropdown menu that appears, select your desired document format (such as Tax Invoice or Commercial Invoice), as indicated by the red marker (3).

Cash Purchase

The Cash Purchase feature in MAQSU allows you to receive stock directly while creating an invoice without the need to create a separate purchase order. This is particularly useful for recording purchases made with cash or when you want to quickly log a purchase without going through the full procurement process.

To create a cash purchase, follow these steps:

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Step 1 — Navigation

From the left sidebar, click Accounting. Then from the top navigation menu, go to Vendors ‣ Cash Purchases.

The Cash Purchases list shows all existing cash purchase records. The list displays the following columns:

1. Number – The unique cash purchase number assigned to each record (e.g., CASH/2026/0001).
2. Purchase Date – The date the purchase was made.
3. Vendor – The vendor from whom the purchase was made.
4. Journal – The bank or cash account the payment was made from.
5. Amount – The total amount of the cash purchase.
6. Status – The current status of the cash purchase: Validated (posted) or Cancelled.

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Step 2 — Create

Click on the Create button to create a new cash purchase record.

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Step 3 — Fill in the cash purchase details

In the new cash purchase form, fill in the following fields:

1. Vendor (Required) – Search and select the supplier from whom you made the purchase.
2. Reference (Optional) – Enter an optional reference for this cash purchase (e.g., receipt number or reason for purchase).
3. Operation Type (Required) – The inventory rule used for this transaction (e.g., *Goods Receipts*).
4. Destination Location (Required) – The specific warehouse or internal location where the physical products will be received (e.g., `WH01/Stock`).
5. Auto-complete (Optional) – This field allows you to pull data from a pre-existing Purchase Order (PO) to save time and ensure data consistency.
6. Bill Date (Required) – The date the purchase was made or the date the vendor issued the invoice.
7. Doc. No. (Optional) – Automatically generated by the system (Auto Numbering).
8. Accounting Date (Auto) – The date used for accounting purposes. Defaults to the bill date.
9. Payment Terms (Auto) – Select the payment terms agreed with the vendor (e.g., Immediate Payment, 30 Days). If left blank, it will follow current date as default.
10. Journal (Required) – Select the cash or bank journal that reflects how the payment was made (e.g., Cash, Bank (USD)).
11. Currency (Auto) – The currency of the transaction, which defaults based on the vendor's settings.
12. Reverse Charge (Optional) – Indicates if the transaction is subject to reverse charge VAT (e.g., Yes, No).
13. Exchange Rate (Optional) – If the transaction currency differs from your company currency, enter the exchange rate to convert amounts for accounting purposes.

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Step 4 — Add Product or Service

Under the Invoice Lines tab, add the products or services being purchased. Click Add a line and fill in the following fields for each line:

1. Description (Optional) – Enter a description of the item or service being purchased.
2. Product or Service (Required) – Search and select the product or service being purchased. This will auto-fill the description, account, and unit of measure based on the product settings.
3. Account (Required) – The expense account for this line, which is auto-filled based on the product but can be changed if needed.
4. Quantity (Required) – The number of units being purchased.
5. UOM (Required) – The unit of measure for the product (e.g., Units, Kilograms).
6. Price (Required) – The unit price for this line item.
7. Discount (Optional) – Enter any percentage discount applied to this line.
8. Taxes (Optional) – Select applicable tax rates for this line.

You can also use Add a section to group related items, or Add a note to include internal remarks on a specific line.

At the bottom of the Invoice Lines section, the Total Summary shows:

• Untaxed Amount – The sum of all line subtotals before taxes.
• VAT – The total tax amount applied.
• Total – The grand total due including taxes.

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Step 5 — Post

Click Save to save the invoice as a Draft status, allowing you to still make edits. Once you have carefully reviewed and confirmed all details are correct, click Post to officially post the bill.

After posting, the invoice is locked for editing. You will see the Add Payment, Add Credit Note, and Reset to Draft buttons at the top of the form. Let's see how to add payment for the posted customer invoice Add Payment.

Refunds

A Vendor Refund (also called a Vendor Credit Note) is a document that records a credit issued by a supplier or a return of amounts paid to a vendor. In MAQSU ERP, vendor refunds are managed under the Accounting module and are essential for correcting billing errors, recording returned goods, or handling duplicate vendor registrations.

Use this method when you need to create a standalone credit note that is not directly linked to an existing bill, or when you need more control over the refund details.

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Step 1 — Navigation

From the left sidebar, click Accounting. Then from the top navigation menu, go to Vendors ‣ Refunds.

If no refunds have been created yet, the list will be empty. Click the Create button to start a new refund.

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Step 2 — Create

Click the Create button at the top-left of the Refunds page to open a new blank refund form.

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Step 3 — Fill in Refund Details

The new refund form will open with Draft status. Fill in the following fields:

1. Vendor (Required) – Search and select the vendor who will receive the credit note. Start typing and select from the dropdown (e.g., [000003] EZCOM Cambodia).
   
2. Reference (Optional) – Enter a reference description for this refund (e.g., vendor's credit note number or reason in local language).
   
3. Invoice No. Ref (Optional) – Enter the original bill number you are refunding against (e.g., BILL/2026/0005).
   
4. Invoice Date Ref (Optional) – Enter the date of the original bill being refunded.
   
5. Bill Date – The date this credit note is issued. Defaults to today's date (24/02/2026).
   
6. Doc. No. – Automatically generated as "Auto Numbering" by the system after posting.
   
7. Accounting Date – The date for accounting purposes. Defaults to today's date (24/02/2026).
   
8. Payment Terms – Select payment terms or leave as default.
   
9. Journal – The accounting journal for this refund. Defaults to Vendor Bills (USD).
   
10. Currency – The currency of the refund. Defaults to USD based on the vendor's settings.

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Step 4 — Add a line

Under the Invoice Lines tab, add the items or expenses being refunded. Click Add a line and fill in:

1. Description – Enter a description of the item or service being refunded.
   
2. Account – Select the same expense account used in the original bill (e.g., 602100 Utility Expenses).
   
3. Quantity – Enter the quantity being refunded (e.g., 1.00).
   
4. UOM – The unit of measure (e.g., Units).
   
5. Price – The unit price being refunded (e.g., 120.00).
   
6. Discount – Enter any discount percentage if applicable (e.g., 0.00%).
   
7. Taxes – Select applicable tax rates if any.
   
8. Subtotal – Automatically calculated as: (Quantity x Price) – Discount.

You can use Add a section to group related lines or Add a note for additional information.

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Step 5 — Post

After completing all fields, click Save to save the refund as a Draft. Then click Post to officially post the vendor credit note.

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Step 6 — Verify

After posting, the refund will be created with a unique number (e.g., RBILL/2026/0002) and will be in Posted status. The reference field will show "Reversal of: BILL/2026/0005". The invoice reference and date will link back to the original bill.

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Step 7 — View All Refunds

Return to Vendors → Refunds to see all created credit notes in the list:

1. Number – The credit note number (RBILL/2026/0002)
2. Reference – Description or vendor reference
3. Bill Date – Date of the credit note (24/02/2026)
4. Vendor – Supplier name (EZCOM Cambodia)
5. Due Date – Payment due date (24/02/2026)
6. Total – Total credit amount ($120.00)
7. Amount Due – Outstanding credit to apply ($120.00)
8. Status – Posted
9. Payment – Not Paid

The summary at the bottom shows:

• Total: 120.00
• Amount Due: 120.00

Payments

In this feature, you will learn how to create a vendor payment in MAQSU and match it to an outstanding bill. This process ensures that your accounts payable records are accurate and that your bills are properly settled.

Let's see how to create a Vendor Payment

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Step 1 — Navigation

Navigate to the Payments list under Vendors ‣ Payments. This page shows all existing vendor payment records, including their status and details.

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Step 2 — Create

Click the Create button at the top-left of the Payments list page to open a new blank payment form.

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Step 3 — Fill in the payment detials

The new payment form will open with a document number assigned. Fill in the following fields:

1. Payment Type – Select the direction of the payment:

1. • Send Money – Use this for outgoing payments to vendors (default for vendor payments).
   • Receive Money – Use this for incoming refunds from vendors.
   • Internal Transfer – Use this for transfers between your own bank accounts.
2. Journal– Select the bank or cash account the payment is paid from.
   
3. Doc. No. – Automatically generated by the system (Auto Numbering).
   
4. Partner – Search and select the vendor receiving the payment (e.g., [000003] EZCOM Cambodia).
   
5. Amount – Enter the payment amount being paid to the vendor ($120.00).
   
6. Payment Date – The date the payment was made. Defaults to today (25/02/2026).
   
7. Memo – Enter an optional internal note or reference, such as the bill number the payment relates to (e.g., BILL/2026/0005 - [reference text]).

Click Confirm to proceed.

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Step 4 — Match Payment to Bill

After clicking Confirm, a Payment Matching dialog will appear automatically, showing a list of outstanding bills for the same vendor that can be matched against this payment.

The dialog displays:

• Partner – The vendor name (EZCOM Cambodia)
• Date – The bill date (24/02/2026)
• Due Date – The bill payment due date (24/02/2026)
• Number – The bill number (BILL/2026/0005)
• Total – The bill total amount (120.00)
• Amount Due – The remaining outstanding balance on the bill (120.00)

The bill line will be automatically selected if the payment amount matches. Review the selection and ensure the correct bill is matched.

At the bottom of the dialog, you'll see:

• Total amount to match: 120.00
• Available amount: 120.00

Once you have verified the correct bill(s) are selected, click Validate to confirm the matching and reconcile the payment against the bill. You can also click Skip and Post to post the payment without matching it to any bill at this time.

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Step 5 — Verify

After confirming, the payment record will update to Validated status. The payment detail page (e.g., SUPP.OUT/2026/0003) will display:

• Payment Type – Send Money
• Journal – The bank account used (e.g., Bank (USD))
• Partner – The vendor name (EZCOM Cambodia)
• Amount – The payment amount ($120.00 USD)
• Payment Date – The date of payment (25/02/2026)
• Memo – The reference note (BILL/2026/0005 - [reference text])

You will also see smart buttons at the top right:

• Journal Items – To view the accounting entries
• 1 Invoice – To view the matched bill

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Step 6 — Printing (Optional)

After the payment is validated, you can print a receipt or voucher for your records. Click the Print button at the top of the payment form and select the appropriate document:

• Receipt / Payment Voucher – Prints a standard payment voucher for internal records or to send to the vendor.
• Deposit Receipt – Prints a deposit receipt if the payment is a deposit or advance.

Help Articles

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Unmatch Payment

In MAQSU ERP, you may need to unmatch or delete a payment record in certain situations, such as when a payment was matched to the wrong bill, when a payment needs to be corrected, or when a payment record was created by mistake. Understanding the proper workflow for unmatching and deleting payments ensures your accounting records remain accurate.

There are two main actions you can take with payments:

1. Unmatch – This action removes the link between a payment and its matched bill(s), changing the bill's status back to unpaid while keeping the payment record for correction or re-matching.
2. Delete – This action permanently removes the payment record from the system. You must unmatch any linked bills first before you can delete a payment.

Let's go through the steps to unmatch a payment from a bill and then delete it:

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Step 1 — Navigation

From the left sidebar, click Accounting. Then from the top navigation menu, go to Vednors ‣ Payments.

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Step 2 — Locate the Payment to Unmatch

Locate the payment you want to unmatch and delete. In this example, we'll work with payment SUPP.OUT/2026/0003 for $120.00 paid to EZCOM Cambodia, which is currently Validated status.

Click on the Payment Number to open the payment detail page.

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Step 3 — Check Payment Status and Linked Bills

On the payment detail page (SUPP.OUT/2026/0003), review the payment information:

• Payment Type: Send Money
• Journal: Bank (USD)
• Partner: EZCOM Cambodia
• Amount: $120.00 USD
• Payment Date: 25/02/2026
• Memo: BILL/2026/0005 - [reference text]

In the top-right corner, you'll see status buttons. If the payment is Validated, it means it's posted but you need to verify if it's matched to any bills.

Look for smart buttons on the right side:

• Journal Items – Shows the accounting entries
• 1 Invoice – Indicates this payment is matched to 1 bill

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Step 4 — Access the Linked Bill

Click on the "1 Invoice" smart button in the top-right corner. This will navigate you to the matched bill page, showing the bill that this payment is currently linked to.

You'll see the bill page for BILL/2026/0005 with a green PAID stamp in the top-right corner, confirming that this bill has been marked as paid by the payment you're viewing.

The bill details show:

• Vendor: EZCOM Cambodia
• Bill Date: 24/02/2026
• Payment Terms: Immediate Payment
• Total: $120.00
• Paid on 25/02/2026: $120.00
• Amount Due: $0.00

In the Payment Info section at the bottom right, you'll see:

• Amount: $120.00
• Memo: BNK1/2026/0014 (BILL/2026/0005 - [reference text])
• Date: 25/02/2026
• Payment Journal: Bank (Manual)
• Unmatch button
• View button

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Step 5 — Unmatch the Payment from the Bill

To unmatch the payment, click the Unmatch button in the Payment Info section.

After clicking Unmatch, the system will:

• Remove the link between the payment and the bill
• Remove the green PAID stamp from the bill
• Change the bill's payment status back to Not Paid – Update the payment status from Reconciled to Validated
• Update Amount Due back to $120.00

You'll notice the bill page now shows:

• The green PAID stamp is removed
• The Add Payment button reappears at the top
• A blue info message appears: "You have outstanding debits for this supplier. You can allocate them to mark this bill as paid." – The Payment Info section is cleared

This confirms the payment has been successfully unmatched from the bill.

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Step 6 — Return to the Payment Record

Navigate back to the payment record by click on payment SUPP.OUT/2026/0003 to open it again.

You'll notice the payment is now in Validated status instead of Reconciled, and the "1 Invoice" smart button has been removed, confirming the payment is no longer linked to any bill.

Now click the Edit button at the top-left of the payment form to enter edit mode.

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Delete Payment

Once in edit mode, you'll see the Confirm and Cancel buttons appear. Now click the Action dropdown button at the top of the page.

From the Action menu, select Delete.

A confirmation dialog will appear asking you to confirm the deletion. Click OK or Delete to permanently remove the payment record.

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Step 7 — Verify Payment is Deleted

After confirming deletion, you'll be redirected back to the Payments list. The payment SUPP.OUT/2026/0003 will no longer appear in the list, confirming it has been successfully deleted from the system.

The total amount shown at the bottom of the list will also be updated to reflect the removal of this payment.