Add Payment

Add Payment is the final step in the purchasing workflow. It records the actual payment made to the vendor against the posted vendor bill, updates your accounting records, and marks the bill as fully settled.

This confirmation dialog will appear when you click the Create Bill button in the previous step. It confirms that the vendor bill has been successfully created in Draft status and provides a link to view the bill immediately.

Regular Bill

A Regular Bill is a standard vendor bill that accounts for the full amount of the purchase order. It is the most commonly used bill type for normal purchases.

Click Create and View Bill to create the vendor bill in Draft status and open it immediately for review.

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Step 1 — Post

In the Draft Bill form, review all the details carefully before posting.

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Step 2 — Add Payment

After the vendor bill is successfully posted, the Add Payment button will appear at the top of the Vendor Bill form. Click this button to open the payment dialog and register the actual payment made to the vendor against the posted bill.

A payment wizard window will appear. Fill in the following details:

1. Journal – Select the payment method or account the payment is made from (e.g., Bank (USD), Cash). This determines which financial account is debited.
   

2. Doc. No. – This is automatically generated by the system. You can leave it as is or enter a custom reference such as a check number or bank transfer ID.
   

3. Amount – The payment amount is automatically pre-filled based on the outstanding balance on the bill. You can adjust this for a partial payment if needed.
   

4. Payment Date – The date the payment was made to the vendor. This defaults to today's date but can be changed.
   

5. Memo – An optional internal note for reference, such as a payment remark. This is auto-populated from the Purchase Order number by default.
   

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Step 3 — Validate

After reviewing all the payment details, click the Validate button to confirm and post the payment.

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Step 4 — Verify

Once validated, the vendor bill status will immediately update. A green PAID stamp will appear on the top right of the bill form, confirming that the payment has been successfully registered and the bill is fully settled.

The Add Payment button will disappear and be replaced by Add Credit Note and Reset to Draft, confirming no further payment action is required.

Down Payment (Percentage)

Down Payment (Percentage) is used to record an advance payment made by a customer in a percentage of the total invoice amount. The remaining balance is calculated based on the percentage of down payment. This feature is useful when the exact amount of down payment is not known in advance.

Click Create and View Bill to create the vendor bill in Draft status and open it immediately for review.

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Step 1 — Select Bill

After the Draft Bill is created, you will see the bill broken down into separate components based on the percentage of down payment, providing a clear overview of the payment structure.

Select a bill to which you want to apply a down payment.

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Step 2 — Post

In the Draft Bill form, review all the details carefully before posting.

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Step 3 — Add Payment

After the vendor bill is successfully posted, the Add Payment button will appear at the top of the Vendor Bill form. Click this button to open the payment dialog and register the actual payment made to the vendor against the posted bill.

A payment wizard window will appear. Fill in the following details:

1. Journal – Select the payment method or account the payment is made from (e.g., Bank (USD), Cash). This determines which financial account is debited.
   

2. Doc. No. – This is automatically generated by the system. You can leave it as is or enter a custom reference such as a check number or bank transfer ID.
   

3. Amount – The payment amount is automatically pre-filled based on the outstanding balance on the bill. You can adjust this for a partial payment if needed.
   

4. Payment Date – The date the payment was made to the vendor. This defaults to today's date but can be changed.
   

5. Memo – An optional internal note for reference, such as a payment remark. This is auto-populated from the Purchase Order number by default.
   

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Step 3 — Validate

After reviewing all the payment details, click the Validate button to confirm and post the payment.

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Step 4 — Verify

After validating the payment, you can verify that one bill has been fully settled, while the other remains open and awaiting payment.

Down Payment (Fixed Amount)

Down Payment (Fixed Amount) is when the customer pays a fixed amount to the vendor. This is usually used when the advance payment is a set amount rather than a percentage.

Enter the fixed amount and click Create and View Bill to generate the vendor bill in Draft status and open it immediately for review. This allows you to review and confirm all details before posting the bill.

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Step 1 — Post

To officially post the vendor bill, click the Vendor Bill icon.

Once you've reviewed and confirmed all the information is correct, click the Post button to finalize the bill. This will change the bill status from Draft to Posted and record the corresponding journal entries in accounting.

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Step 2 — Add Payment

After the vendor bill is successfully posted, simply scroll down you will get to see the button Make Payment, click on it to confirm payment.

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Step 3 — Verify

After making the payment, you can verify that one bill has been fully settled,

Note that a status of PAID does not necessarily mean that the bill has been fully settled. It simply indicates that a first payment has been made, while the remaining balance is still outstanding.

Observe that the Create Bill button remains blue, indicating that the payment is not yet fully settled. To finalize the payment, simply click on it and select Regular Bill to make a complete payment for this purchase. This will update the bill status to PAID and ensure that all payment records are accurately reflected in your accounting records.