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Supplier payments: settling purchase invoices
A payment reduces your balance with the supplier and updates the payment status on their invoices.
How do I pay a supplier?
From Finance → Payment Entries, click Create New, choose the payment type Pay, select the supplier, accounts and amount, and allocate it against their invoices.
Two ways to pay
| Route | Suits |
|---|---|
| The Additional Payment field on a purchase invoice | A quick payment against one invoice |
| The Payment Entries screen | Full control — accounts and allocation across several invoices |
This page is about the second.
The form for a payment
Payment type
Choose Pay. That sets the party type to Supplier automatically and re-filters the account lists.
The supplier
Choose the supplier. Doing so loads their open invoices as buttons below.
The accounts
| Field | Available values |
|---|---|
| Paid From | Bank and cash accounts — where the money leaves from |
| Paid To | Payable accounts — against the supplier |
Both are required. An empty list means your chart of accounts lacks that type.
Payment details
| Field | Details |
|---|---|
| Payment Mode | Cash · Bank Transfer · Check · Credit Card · Wire Transfer · Other |
| Paid Amount | The total of the payment |
| Bank Reference | The transaction reference |
| Check Number | If paying by cheque |
Allocating to invoices
Click any of the supplier's open invoices to add it to the table, then set the allocated amount for each.
Or click Distribute and the system spreads the amount across them in order.
The rule that matters: if you add any allocations, their total must equal the paid amount exactly. To record an on-account payment with no invoice link, leave the table empty.
What happens on save
Immediately:
- The invoices update — paid rises, outstanding falls, and the payment status changes.
- The supplier balance drops by the payment amount.
- A journal entry is posted — debiting payables and crediting the bank or cash account.
- The payment number is fixed as
PE-{company code}-{year}-{sequence}.
Tracking what you owe
| Screen / report | What it shows |
|---|---|
| Suppliers screen | Each supplier's current balance |
| Supplier Payment Ledger | One supplier's invoices and payments |
| Payment Ledger | All financial movement |
| Top Suppliers | Who you deal with most |
Open the Suppliers screen and sort by current balance descending to see who you owe the most.
Frequently Asked Questions
What is the difference between the additional payment field and this screen?
The additional payment field on an invoice is quick and simple for a payment against one invoice. The Payment Entries screen gives you full control: choosing accounts and payment mode, and spreading one amount across several invoices.
Can I pay a supplier without specifying an invoice?
Yes. Leave the allocation table completely empty and the amount is recorded against the supplier's account as an on-account payment. But if you add any allocation, the total must equal the amount exactly.
The account list is empty
Your chart of accounts is incomplete. A payment needs bank or cash accounts in Paid From and payable accounts in Paid To. Check Finance -> Accounts.
How do I track what I owe each supplier?
Use the Supplier Payment Ledger report. It lays a supplier's invoices and payments side by side so you can reconcile. The Suppliers screen itself also shows each one's current balance.
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