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Prerequisites\
  • Suppliers and their invoices exist in the system
  • Bank or cash accounts set up under Accounts > Bank Account

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1.0 Create a Payment Entry

  1. Navigate to Accounts > Payment Entry > New Payment Entry.
  2. Set header fields:
    • Payment Type: Pay
    • Party Type: Supplier
    • Party: select the supplier
    • Paid From: choose your bank or cash account
    • Paid On: payment date
  3. In the References table, click Add Row and link each open Purchase Invoice or Journal Entry:
    • Reference Type (e.g., Purchase Invoice)
    • Reference Name (select invoice number)
    • Outstanding Amount (auto-filled)
    • Amount To Pay (enter full or partial payment)
  4. Review Total Paid Amount at the top.
  5. Click Save and then Submit.
For bulk payments, use Tools > Payment Run to batch-pay multiple invoices in one entry.

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2.0 Verify Payment Status

  1. Open the relevant Purchase Invoice under Buying > Purchase Invoice > Purchase Invoice List.
  2. Check the Payment Status badge (Unpaid, Part Paid, Paid).
  3. View linked Payment Entry under the Payments section.

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3.0 Reconcile Against Bank Statements

  1. Go to Accounts > Bank Reconciliation > New Bank Reconciliation.
  2. Select your Bank Account, enter Statement Date and Closing Balance.
  3. Click Get Entries to list unreconciled Payment Entries and statement lines.
  4. Match each Payment Entry to its bank transaction.
  5. Click Reconcile to finalize.