FAQ: Payments on Bills

Can I pay a bill before it is fully entered?

This depends on your system setup. Some workflows allow you to record an initial payment as you create the bill, and others require you to save the bill first. If you want to record a payment with the bill, look for a payment field on the bill creation form. Otherwise, save the bill first, then open it to record the payment.

What happens if I record a payment for more than the bill amount?

An overpayment creates a credit balance for the vendor. Depending on your system, you may receive a warning, or the overage may be held as a vendor credit for future purchases. Check with your administrator if you are unsure.

Can I record a payment in a currency different from the bill currency?

Yes. The system will apply the exchange rate between the two currencies and may record an exchange gain or loss. Verify the exchange rate before confirming the payment.

How do I know if a bill is fully paid?

A bill's status will change to Paid (or similar, depending on your system) once the payment(s) total equals the bill amount. You can also view the outstanding amount on the bill; when it reaches zero, the bill is fully paid.

Can I undo or delete a payment?

This depends on your system and user permissions. Some payments can be reversed or deleted if not yet posted to the general ledger. Others may be locked. Contact your administrator if you need to undo a payment.

What account should I select when recording a payment?

The account should be where the money came from, not where it went. If you paid from your bank account, select that bank account. If you paid from a vendor's advance (balance), select the balance-allocation option instead.

Why does my bill show "Partially Paid" when I paid the full amount?

This usually means the amounts do not match exactly. Check:

• Did you include all discounts and taxes?
• Is there a currency difference (rounding due to exchange rates)?
• Did you pay from a vendor balance that left a remainder?

Contact your administrator if the discrepancy cannot be explained.

Can I make multiple partial payments on one bill?

Yes, as many as needed. Each payment reduces the outstanding balance. The bill will show as Partially Paid until the full amount is paid.

How do I record a payment if I paid using a vendor's advance?

Look for a Balance Allocation or Use Vendor Advance option in the payment drawer. Select it, enter the amount, and save. The payment will use the vendor's existing credit.

What should I do if the vendor disputes the payment amount?

Keep the payment record in your system and all vendor documentation (invoices, receipts, correspondence). If there is a genuine error, your administrator or accountant can help you make a correction or adjusting entry.