Manual Payment
Record a vendor payment directly. Choose the account, allocate to bills, save the journal.
A manual payment — a payment voucher you create yourself — is recorded in Procurement when you know a payment has been made and want to record it immediately. You enter the vendor, the account the money left, and the amount; allocate it to outstanding bills; and save. The journal posts on save, reducing accounts payable and the bank balance.
Navigate to: Procurement → Payment vouchers → New
Payment Fields
| Field | Required? | Details |
|---|---|---|
| Vendor | Yes | Searchable select. Once chosen, the vendor's outstanding bills can be added in the allocation table. |
| Date | Yes | The date the payment was made — the accounting date for the journal. Use the transfer or cheque date, not the date you are entering it. |
| Payment Method | Yes | Bank Transfer (default) or Debit card — the two options the voucher form carries. Stored for reference; it does not change the journal. |
| Payment Source | Yes | Cashflow Account — the money left one of your bank or cash accounts. Uncategorized — pick an imported bank-feed withdrawal that is still uncategorised; the label changes to Select Transaction and the amount locks to the bank line. |
| Payment Account | Yes | The bank or cash account the funds left from (Cashflow Account), or the uncategorised bank line (Uncategorized). |
| Amount | Yes | Total payment. In Apply to Bill mode it fills automatically from the allocations below. |
| Details/Memo | No | Optional pill. Bank reference, cheque number or a note. |
| Center/Location, Subject, Attachments | No | Optional pills from the Fields menu. |
Payment Type
Once a vendor and an amount exist, the Payment Type toggle appears.
| Mode | How It Works | When to Use |
|---|---|---|
| Apply to Bill | The Apply to Bills table lists the vendor's outstanding documents. Add a bill (Add Bill), enter the amount on each row, or use Pay in full and Apply oldest first. Columns: Document, Amount, Tax, Discount, Gross; each row shows its Outstanding balance. | When you know which bills the payment covers. Each bill closes (Paid) or partly closes (Partly paid) independently. |
| Payment on Account | Saved without allocations. The voucher's whole amount sits as an unmatched credit against the vendor. | Paying in advance before any bill exists, or recording the payment now and allocating later. |
The server refuses an allocation larger than a bill's remaining balance. Tax on a row is withholding tax — see WHT on Payments; Discount is a settlement discount, posted to Discount Received.
An unallocated voucher shows as Unmatched in the Payment vouchers list and as Unapplied payments on the vendor page. To allocate it later, open the voucher and click Match Bills: pick the bills, enter an amount per bill (it will not let you exceed the remaining balance), and confirm.
Journal Created on Save
Standard manual payment (no WHT):
| Account | Debit | Credit | Description |
|---|---|---|---|
| Accounts Payable | 15,000.00 | — | AP obligation reduced. Vendor is no longer owed this amount. |
| Bank / Cash | — | 15,000.00 | Bank balance reduced. Cash has left the business. |
Withholding Tax on a Manual Payment
When you must withhold tax from the vendor, pick the withholding rate in the Tax column of the bill's allocation row. Enter the bill portion you are settling; the form computes the tax and the net cash.
Example: 20,000 bill, 10% WHT. Vendor receives 18,000. 2,000 is credited to the tax's own liability account until you remit it.
| Account | Debit | Credit | Description |
|---|---|---|---|
| Accounts Payable | 20,000.00 | — | Full AP obligation cleared — vendor is fully settled in the ledger |
| Bank / Cash | — | 18,000.00 | Net cash paid to vendor — 20,000 minus the 10% withheld |
| WHT liability account (from the tax code) | — | 2,000.00 | 10% withheld — accumulates until remitted to the tax authority |
After Saving
The payment detail page shows:
- Voucher number and status (Matched, Partly matched or Unmatched)
- Vendor, date, amount, payment method and account
- The allocation table — which bills were covered and by how much, with Detach on each row
- Journal entries — the exact debits and credits posted
- Actions: Update (while not fully matched), Download (PDF, Excel), More → Share, Print, New, Void Document. Vouchers cannot be duplicated.
Update on a saved voucher voids it and creates a replacement with a new number — you confirm before it happens. Voiding restores AP and the bank balance, and the bills return to Unpaid or Partly paid. A voucher created from a bank-feed line cannot be updated at all: void it and recreate.
Paying Multiple Vendors — One Bank Run
For businesses that process vendor payments in batches:
- Open Procurement → Bills. The tiles above the list show Overdue, Unpaid and Partly paid totals.
- Click Record Payment on the tile you are paying.
- In Record Payments, choose the payment date, Source (Cashflow Account or Uncategorized), the Pay From account and the method. In Bulk Match mode the bills are grouped by vendor — use Pay all in full per vendor or enter amounts.
- Confirm. One payment voucher is created and posted per vendor.
Each voucher posts its own journal. The bank total across all vouchers matches your transfer records.
Related
- Spreading the payment across bills: Matching a payment to bills.
- Withholding on the allocation row: WHT on vendor payments.
- Reversing a payment recorded wrongly: Voiding a payment.
- Starting from the bank statement instead: Bank-led payment.