Record one payment to a vendor and settle one or many bills.
- Purchases → Payments Made → Make a payment.
- Vendor * (loads their outstanding bills), Payment date *, Pay from *, Payment number (auto), Reference, Statement, and an Exchange rate when paying in another currency (bills themselves take the day's selling rate from the feed, Chapter 22.6).
- Amount paid — what you paid; blank means what the bills take.
- In Allocations type a Payment amount per bill or click Pay full. Amounts cannot exceed a bill's Due, and the bills together cannot take more than the amount paid.
- The totals show Applied to bills, Unapplied (credit) and the amount paid. Click Record payment.
#Prepayments and overpayments
Paying a vendor before their bill arrives (a deposit or prepayment), or more than the bills, leaves the difference unapplied: credit you hold with the vendor. It shows on the vendor page under Unapplied payments and in the payables aging Unapplied column. On the payment's page:
- Apply to bills — choose Apply as of and an amount per bill. Or from a bill, ⋯ → Apply credits lists the vendor's open vendor credits and unapplied payments together.
- Refund — record money the vendor gives back: date, amount, the account it is deposited to and, for a foreign-currency payment, the exchange rate.
The payment page shows Paid from, a summary of Applied to bills, Refunded and Unapplied, the Allocations (each bill, linked, with the date it was applied), Refunds and Journal Entries, with Apply to bills, Refund, Edit, PDF and Delete (which reopens the bills it settled). A payment with later applications or refunds can't be edited or deleted until they are removed.