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Payments out

Pay one supplier's posted bills now or schedule the payment for later, then mark it paid or void it.

Payments Out shows the money you pay to suppliers. One payment can pay several posted bills from the same supplier. The table shows one row for each bill a payment pays.

Who can do this

  • Owners and admins can pay now, mark a scheduled payment as paid, and void a payment.
  • Members can schedule a payment for later and delete a payment that is still to be paid. If a member chooses Pay now, they are told: "Only an owner or admin can record this as paid. Save it as scheduled or pending instead."
  • Viewers can only look. In the demo workspace nothing can be changed.

Before you start

The bills must be posted. See Supplier bills.

Steps

Record a payment

  1. Open Payments Out under Purchases in the Finance menu.
  2. Click Record Payment. You can also choose Pay on a bill's row in Supplier Bills.
  3. Choose the Supplier. Their open bills appear under Bills to pay.
  4. Tick each bill you are paying and check the amount beside it. Tick all ticks every bill.
  5. Choose the account it is Paid from, the Date paid, the Method and, if you have one, a Reference.
  6. Under When, choose Pay now or Schedule for later. A scheduled payment asks for a Planned date.
  7. Click Record payment, or Schedule payment.

Mark a scheduled payment as paid, or delete it

  1. Find the row with the status To be paid.
  2. Open the row's menu and choose Mark as paid. Enter the date it was paid and confirm with Mark as paid.
  3. Or choose Delete and confirm with Delete payment. Nothing was paid, so the bills stay as they are.

Void a paid payment

  1. Find the row with the status Paid.
  2. Open the row's menu, choose Void, and confirm with Void payment. The bills it paid will owe that amount again. This cannot be undone.

Bills in another currency

If the bills are in another currency, you type the amounts in that currency. The form then asks for Ringgit paid out: what left the account, in RM. Such a payment is always paid now, never scheduled: the form offers no Schedule for later, so only an owner or admin can pay bills in another currency. The form shows about how much the bills carry for what is paid, and the realised exchange gain or loss. See Foreign currency.

Common problems

  • "That is more than is still owed on a bill." A payment cannot pay more than a bill still owes. Payments still to be paid count too.
  • "One payment can only pay bills from one supplier." Record a separate payment for each supplier.
  • "One payment can cover at most 50 bills."
  • "The account this is on has been archived. …" Restore the account on Banking, or use another account.
  • "This date is in a closed period: the books are locked to …" See Accounting settings.

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