When it’s time to pay your vendors, the Payment Made record is how you log it. You’ll choose exactly which bills to cover — fully or partially — and specify the bank or cash account the money came from. Once saved, your Accounts Payable updates automatically.
Payment Made form with vendor selection, amount, payment mode, source account, and bill allocation table.
Recording a Payment
Navigate to Payments Made
Go to Cashflow > Payment Made in the sidebar and click New Payment.
Select the Vendor
Choose the Vendor from the dropdown. The moment you do, all of their outstanding bills will auto-populate in the allocation table below — no searching required.
Heads up: You can’t change the vendor after a payment is saved. Selected the wrong one? Simply delete the payment and create a fresh one.
Fill in Payment Details
- Payment Date (required) — The date the payment was actually sent. Future dates aren’t allowed.
- Amount (required) — Total amount you’re paying. Hit Pay in Full to auto-fill the exact amount needed to clear every outstanding bill at once.
- Payment Mode (required) — How you paid (Cash, Bank Transfer, Cheque, etc.).
- Deposit Through (required) — The bank or cash account the money came from.
- Reference# — Optional — drop in your bank transaction ID, cheque number, or any external reference for easy tracking.
- Deal — Optional CRM linkage if the payment belongs to a tracked deal.
Allocate to Bills
The table at the bottom shows unpaid bills for the selected vendor once data is available. For each bill you want to settle, enter the amount in the Payment column.
| Column | Description |
|---|---|
| Date | Bill date |
| Bill# | Bill document number |
| Reference# | Bill’s own reference number |
| Bill Amount | Total bill value |
| Amount Due | Remaining unpaid balance |
| Payment | Amount you’re applying from this payment |
Pay in Full fills the amount based on the outstanding vendor balance. For partial settlement, enter the payment amount against the bill rows you want to close first.
Save
Click Save. The bills you allocated will have their outstanding balance reduced instantly. Fully paid bills are automatically marked as settled — one less thing to track.
Payment Status Lifecycle
| Status | What It Means |
|---|---|
| Draft | Payment is being prepared — no effect on bill balances yet. |
| Open / Posted | Payment has been recorded and linked bills are updated. |
| Cancelled | Payment has been voided — bill balances are fully restored. |
Partial Payments & Unused Amount
If the Amount you record is less than the total outstanding, only the bills you explicitly allocated will be updated — no surprises.
If the amount is more than what you allocated? The leftover becomes an Unused Amount. It stays on the vendor’s account like a credit, ready to be applied to future bills whenever you need it.
Related Records
View and manage the bills that payments are applied to.
Vendor BillsSee a vendor’s full payment history from their profile.
Vendor RecordsApproval Workflow
If approval is enabled for Payment Made, the payment can be routed through the approval chain after it is saved.
- request approval from the document,
- approvers review the active step,
- rejected payments can be corrected and re-submitted.
You can define this in Approval Policies.