How to make a Supplier Payment

Created by David Joyce

Overview

This guide explains how to record a supplier payment, including accessing the payment screen, allocating payments to invoices, and completing payment details.

Ways to Access Supplier Payments

There are two main ways to record a supplier payment.

Option 1: Fast Action (Home Screen)

1. From the Home Screen, click Pay a Supplier.

Option 2: Suppliers Menu

From anywhere in the system:

1. Go to Suppliers.

2. Click Record Payment.

Selecting the Supplier

1. Use the Supplier dropdown to select the supplier you are paying.

2. Once selected, the system will load:

   • Outstanding supplier invoices

   • Outstanding balances

Allocating the Payment

There are multiple ways to allocate payments.

Auto Allocate

• Use Auto Allocate to automatically apply the payment to the oldest outstanding invoices.

Full Invoice Payment

• Tick the Pay checkbox to pay an invoice in full.

Manual Allocation

• Manually enter the payment amount against individual invoices.

• This allows for partial payments (e.g. paying €70 less than the full amount).

Payment Details

Before recording the payment, complete the following:

• Payment Type (required, e.g. Bank Transfer)

Optional fields:

• Bank Account the payment is taken from (not mandatory)

• Reference

• Exchange Rate (for foreign currency suppliers)

Fields marked with a red asterisk (*) are required.

Recording the Payment

Once all allocations and details are complete:

1. Review the payment information.

2. Click Record.

The supplier payment will be saved and applied to the selected invoices.

Best Practice Tips

• Use Auto Allocate for faster processing of standard payments

• Double-check partial payments before recording

• Always select the correct payment type

• Enter references for easier reconciliation

Summary

To record a supplier payment:

• Access Pay a Supplier from the Home Screen or Suppliers → Record Payment

• Select the supplier

• Allocate payments automatically or manually

• Choose payment type and optional details

• Click Record to complete the payment