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Record payment against a purchase invoice

When you make a payment to a supplier, to help you keep track of outstanding values, you need to record this payment against the relevant invoice. You can also create a remittance advice, which you can send to your suppliers so they know which invoice you’re paying.

You can also record a payment against an invoice from an individual supplier’s contact record, or the Supplier Payment option. These options are particularly useful if you want to pay multiple invoices for the same supplier at the same time, or want to record a small discount to offset the payment. If you overpay a supplier, you can also record the remaining amount as a payment on account using this option.

  • 1. Go to Purchases, then click Purchase Invoices.
  • 2. Click the invoice you want to record a payment against.
  • 3. Click Record Payment, then enter the following information:
Amount Paid * Enter the amount you want to pay against this invoice.
Paid from Bank Account * Choose the bank account you want to make the payment from.
Method * Click the required payment method.
Date Paid * Enter the date of the payment.
Reference (optional) Enter a reference or the cheque number for the payment.
Print Remittance Advice If you want to create a remittance advice to send to your supplier, select this check box.

* These details are compulsory.

You can’t pay more than the total outstanding value of the invoice. If you need to record an overpayment or pay multiple invoices at once, use the quick create option while in the supplier’s contact record or use the Supplier Payment option instead.

  • 4. Click Save.

If you chose to create a remittance advice, it appears in a new window. You can choose to print or save it from your browser menu.

You’ve successfully entered a payment for the invoice. The amount paid appears on the invoice and, if you haven’t paid the full amount, the remaining amount appears next to Amount Oustanding. To view the supplier’s account and the transactions associated with it, click the value next to Amount Paid.

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