Supplier payments and aging
The school pays KES 30,000 to Demo Educational Publishers against an outstanding bill. Recording the payment must reduce the selected payable and record the bank movement together. A free-text note saying “paid” cannot do this.
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Before you beginRecord and allocate the paymentVerify settlementThe bill is not availableContinue withBefore you begin
- Verify the payment actually made and retain its bank or cash reference.
- Check that the bill is submitted and belongs to the selected supplier.
- Use the correct active bank or cash account, payment date and currency.
Record and allocate the payment
- Open Accounting > Payables > Payments and choose Record payment.
- Select the supplier and Paid from account. Enter Payment date, Payment reference and any internal note.
- Review the supplier’s outstanding bills and allocate the amount to the intended bill or bills.
- Check the payment total and allocations. Save a draft for review or use Create and submit payment when authorized.
Verify settlement
Review the submitted payment and the remaining bill balances. A partial allocation leaves a partial balance outstanding. Confirm the related journal and reconcile the bank statement later.
The Payables Aging tab groups remaining obligations by age. Compare the same currency and reporting date; an unsubmitted draft payment should not be treated as settlement.
The bill is not available
- Check supplier identity, submission status and remaining outstanding amount.
- Refresh after another user allocates a payment. Do not force a stale amount through a second payment.
- For a wrong posted payment, use its governed reversal action where available and retain the reason. Recording here does not initiate an external bank transfer.