Vendor Payment

Record payments against approved purchase invoices. Track outstanding balances, payment progress, and payment methods. The system shows real-time outstanding amounts, supports partial payments, and maintains a complete payment trail per invoice. This guide covers creating payments, tracking balances, and voiding entries.

Module: Procurement · 7 steps · all roles

Browse Payments
1Open Payment List

Navigate to Procurement → Payments or go to /procurement/payments.

Payments list showing payment numbers, vendors, invoice references, amounts, payment methods, and status badges
2Filter & Columns
ColumnDescription
Payment #Auto-generated payment reference.
Invoice #Linked purchase invoice.
VendorSupplier name (from invoice).
AmountPayment amount recorded.
MethodBank Transfer, Cheque, Cash, UPI, Card, or Other.
StatusPosted or Voided.
DatePayment date.
Record a Payment
3Select Invoice

Click + New Payment at /procurement/payments/new. Select an approved invoice to see its outstanding balance.

FieldDescription
InvoiceSelect from approved invoices with outstanding balance.
VendorAuto-displayed from the selected invoice (read-only).
Invoice TotalGrand total of the invoice (read-only).
Paid So FarSum of previous payments against this invoice.
OutstandingRemaining balance (highlighted in amber if > 0).
Progress BarVisual indicator of payment completion percentage.
The progress bar shows how much of the invoice total has been paid. It updates automatically as payments are recorded.
Payment form showing invoice selector, vendor info, outstanding amount with progress bar, and payment entry fields
4Payment Details
FieldRequiredDescription
Payment DateYesDate the payment was made.
Payment AmountYesAmount being paid (cannot exceed outstanding balance).
Payment MethodYesBank Transfer, Cheque, Cash, UPI, Card, or Other.
Reference No.NoBank transaction ID, cheque number, or UPI reference.
Bank NameNoBank used for the transaction.
RemarksNoInternal payment notes.
Payment amount cannot exceed the outstanding balance. For partial payments, enter the partial amount — the remaining balance will be tracked automatically.
Workflow
5Payment Methods
MethodTypical Use
Bank TransferNEFT / RTGS / IMPS transfers.
ChequePhysical cheque — enter cheque number in Reference.
CashCash payments — typically small amounts.
UPIUPI payments — enter UPI transaction ID.
CardCredit/debit card — enter last 4 digits in Reference.
OtherAny other method — describe in Remarks.
6Status & Voiding
StatusMeaningAction
PostedPayment recorded and applied to invoice balance.Void
VoidedPayment reversed. Outstanding balance restored.—
Voiding a payment restores the outstanding balance on the invoice. This action cannot be undone — you would need to create a new payment to re-apply.
7Cross-Links
ActionGuide
View the invoicePurchase Invoice
View the purchase orderPurchase Orders
Record advance paymentAdvance Payment
Track delivery follow-upsPO Follow-ups