Payments Made

The Payments Made module records the actual outflow of money from your business to your vendors. While a “Bill” represents the debt, the “Payment” represents the settlement of that debt.

This module allows you to record full or partial payments and map a single payment transaction to multiple outstanding bills.

Recording a New Payment

To record a payment, navigate to Accounting > Payments Made and click New.

Vendor & Payment Details

Vendor: Select the vendor you are paying (e.g., Tshirt Nepal). The system will automatically fetch their outstanding bills below.
Payment Date: The date the money actually left your account (supports Nepali date format, e.g., 2082-09-11).
Payment Mode: How you paid (e.g., Cash, Cheque, Bank Transfer).
Deposit Through: Select the account the money was withdrawn from (e.g., Petty Cash, Bank Account).

Amount Allocation

You don’t just pay a “Vendor”—you pay specific Bills.

Amount: Enter the total amount you are paying.
- Shortcut: Click Pay in Full to automatically fill this field with the total sum of all outstanding bills.
Bill Allocation Table: The bottom section lists all unpaid bills for this vendor.
- Date & Bill#: Identifies the specific invoice (e.g., BI-18-82/83).
- Amount Due: The balance remaining on that specific bill.
- Payment: Enter how much of the total payment amount should be applied to each bill.

Save

Click Save to finalize the transaction. This will update the status of the linked bills to “Paid” or “Partially Paid”.

Viewing Payment Details

Once saved, you can view the specific Payment Record (e.g., PM-12-82/83). This serves as your proof of payment.

Header Summary

Status: A green Paid badge indicates the transaction is complete.
Amount: The total value of the transaction (e.g., Rs 33,07,530.80).
Mode: Displays the method (Cash) and the source account (Petty Cash).

Bill Breakdown

The most important part of this screen is the breakdown table. It shows exactly how this single bulk payment was distributed across previous debts.

Example:
- BI-15-82/83: Rs 30,000 paid.
- BI-13-82/83: Rs 1,69,500 paid.

Audit Trail: This breakdown is crucial for accounting reconciliation. If a vendor claims you missed a bill, you can open this Payment Record to prove exactly which bills were covered by this specific transaction.

Actions

Print: Generate a payment voucher or receipt for your records.
Delete: If the payment was recorded in error, you can delete it here. This will reverse the transaction and make the linked bills “Open” (unpaid) again.