Post a payment
Record an approved request as paid — what each posting type does to the ledger, and how partial payments work.
Raising, reviewing and approving record intent. Posting records money. It is the only step in Spend that reaches your ledger, and it is available on approved requests only.
Check the type, the account and the source before you commit. As with any posting, correcting it afterwards is a Finance job, not an edit.
What "post as" means
Each line is posted as one of three things, and the choice decides what is created.
| Post as | What it records | What you choose alongside |
|---|---|---|
| Expense | The cost lands directly on an account you name, paid out of the bank or cash you name. Nothing is owed afterwards. | The expense account, and the bank or cash account. |
| Vendor payment | A payment to a vendor with no specific bill behind it — money on account, sitting against that vendor’s balance. | The vendor, and the bank or cash account. |
| Bill payment | A payment settling a specific vendor bill in Purchases. The bill is marked down by the amount paid. | The bill, and the bank or cash account. |
| Account | Debit | Credit | Description |
|---|---|---|---|
| The expense account you chose | The line amount | — | The cost |
| The bank or cash account you chose | — | The line amount | The money that left |
Vendor and bill payments create a Payment document in Purchases, carrying the request number in its subject so the payment and the request can always be tied back together. From there they behave exactly like any other payment — they appear on the vendor's statement and in the ledger.
From the request page
Post payment posts the whole request at once.
It defaults to today. This is the date the payment carries in the ledger, so set it to the day the money actually moved.
Every line gets its own Post as, the account it lands against, and the Paid from bank or cash account. Lines on one request can be posted differently from one another.
It is written into the request's conversation alongside the posting.
Nothing posts until every line has both an account and a source. If one is missing you are told, and nothing is submitted.
From the list, in bulk
On the Spend list, select approved rows and choose Post. This is the fuller form — it is where partial payments and splits live.
| Per allocation | Notes |
|---|---|
| Post as | Expense or Bill payment. |
| Paid from | The bank or cash account. |
| Account / Bill | The picker follows the type — a chart-of-accounts account for an expense, the specific bill for a bill payment. |
| Amount | Seeded with the full line amount. Reduce it to pay part of the line. |
| Description | Seeded with the line’s purpose. |
Add allocation splits one request line across several accounts, bills or bank accounts. Each item shows a running Allocated X / Y and whether it is a partial payment.
The total allocated to a line can never exceed the line amount, and only approved rows can be posted at all — selecting anything else and pressing Post tells you so instead of posting part of your selection.
Post from the list when the payment settles a vendor bill: that is the surface that lets you pick the bill itself, and the one that lets you pay part of it.
After it posts
| Status | Meaning |
|---|---|
| Paid | Every posted line moves to Paid. This is the end of the road for a payment request. |
- A note is added to the request's conversation recording that the payment was processed.
- The payment team is notified.
- The request page keeps everything it had — the lines, the payout details, the conversation — so the record of who asked, who agreed, and what was paid stays in one place.
A payment cannot be posted into a period that has been closed in Finance. Either date it inside an open period, or ask Finance to reopen the period.
Related
- Convert a request — the alternative to posting
- The request page — where Post payment lives
- Approve a request — nothing posts until it is approved
- Track requests — posting several at once