Partial payments and the partial status

What this does

A bill in "partial" status means you have paid some (but not all) of what you owe to the vendor. The system tracks each payment and shows you the remaining balance due. You can make as many partial payments as needed until the bill is paid in full.

Before you start

• You have a bill that is unpaid or partially paid.
• You have permission to record payments.
• You understand the outstanding balance (the amount still owed).

Understanding partial status

When a bill is marked as Partially Paid:

• Some of the amount has been paid.
• The remaining balance is still outstanding (owed to the vendor).
• The bill stays open in your system until fully paid.
• You can see a history of each payment made.

Steps to make a partial payment

1. Open Bills and find the bill. Open Bills

2. Review the outstanding amount (the amount left to pay).

3. Click the Pay button to open the payment drawer.

4. In the payment drawer, enter:

   • Payment amount: a portion of (not the full) outstanding amount.
   • Payment method: how you are paying (Cash, Bank Transfer, Check, etc.).
   • Account: which account the payment came from.

5. Click Save or Record Payment. The bill status will remain Partially Paid if there is still a balance due.

6. Repeat the steps above each time you make another partial payment.

Accounting impact

Each partial payment reduces the bill payable amount:

• If the bill is 10,000 AFN and you pay 3,000 AFN, the balance becomes 7,000 AFN.
• After you pay another 4,000 AFN, the balance becomes 3,000 AFN.
• When you finally pay the remaining 3,000 AFN, the bill is fully paid and marked as Paid.

The general ledger tracks each payment as it is made.

Tips & common mistakes

• Do not overpay: If the outstanding amount is 5,000 AFN, do not pay 6,000 AFN, as this creates an overpayment. Correct the amount before saving.
• Payment dates matter: Record each payment with the correct date it was made. If you pay on July 1 and July 15, the system should show two separate payments on those dates.
• Keep the bill open: Do not mark a bill as "Paid" or "Closed" until the full amount is paid. The system manages the status automatically.
• Verify the running balance: After each payment, check that the outstanding amount decreases correctly. If it does not, contact your administrator.