Paying a bill (the payment drawer)

What this does

After you create a bill, you can record payments to the vendor. The payment drawer allows you to choose the payment method, the account to debit, and the amount, all in one place.

Before you start

• The bill exists and is marked as unpaid or partially paid.
• You have permission to record payments.
• You have the payment details (method, amount, and account).

Steps

1. Open Bills and find the bill you want to pay. Open Bills

2. Look for a Pay button or link on the bill page. Click it to open the payment drawer.

3. In the payment drawer, you will see:

   • The outstanding amount (what is still owed).
   • A payment amount field: enter the amount you are paying (you can pay the full amount or a partial amount).
   • A payment method dropdown: choose Cash, Bank Transfer, Check, or another option set up in your system.
   • An account dropdown: select the account the payment came from (e.g., your bank account or cash box).

4. Verify the amounts and confirm the payment method and account are correct.

5. Click Save or Record Payment. The payment will be recorded, and the bill status will update (to Paid if you paid in full, or Partially Paid if you paid part).

Accounting impact

When you record a payment:

• The bill payable amount decreases by the payment amount.
• Your bank or cash account (the account you selected) is debited.
• If the payment is less than the full bill amount, the remaining balance is still owed.

Tips & common mistakes

• Payment method matters: If you paid by check, record "Check." If by bank transfer, record "Bank Transfer" (do not record it as Cash unless it was truly cash).
• Account selection: The account you choose is where the money came from, not where it went. If you paid from your bank account, select that bank account.
• Partial vs. full payment: You can record multiple partial payments on the same bill. Each payment will be tracked, and the bill remains open until fully paid.
• Overpayment: If you accidentally enter a payment greater than the outstanding amount, the system may flag it. Correct the amount and try again.