Supplier Payments

Supplier Payments manage outgoing payments to vendors for purchase invoices and track payment history.

Overview

Supplier Payments enable you to:

Record payments to suppliers
Apply payments to bills
Track payment status
Manage payment methods
Schedule future payments
Generate payment reports

Accessing Supplier Payments

Navigate to Purchase → Payments from the main menu.

Payment List

Viewing Payments

Supplier Payments

Filter: [All Payments ▼] [Date Range ▼] [Payment Method ▼]

┌────────────────────────────────────────────────────────────────┐
│ Payment      │ Supplier       │ Date      │ Amount    │ Status │
├────────────────────────────────────────────────────────────────┤
│ PAY-2026-089│ ABC Electronics│ Jan 22    │ $12,456.78│ Sent   │
│ PAY-2026-085│ Global Parts   │ Jan 21    │ $8,234.56 │ Cleared│
│ PAY-2026-078│ Tech Supplies  │ Jan 20    │ $5,678.90 │ Cleared│
│ PAY-2026-065│ Metro Shipping │ Jan 18    │ $1,234.56 │ Cleared│
│ PAY-2026-045│ Quality Mfg    │ Jan 15    │ $25,678.90│ Cleared│
└────────────────────────────────────────────────────────────────┘

Today's Payments: $12,456.78
This Month: $156,789.34
Pending: $23,456.78

[+ New Payment]

Creating Payments

Record Payment

Click New Payment
Select supplier
Choose bills to pay
Enter payment details
Submit payment

Payment Form

New Supplier Payment

Supplier: [Select Supplier ▼]
Payment Date: [01/22/2026]

Supplier Selected: ABC Electronics

Outstanding Bills:
┌────────────────────────────────────────────────────────────────┐
│ Bill          │ Date      │ Due Date  │ Outstanding │ Pay     │
├────────────────────────────────────────────────────────────────┤
│ BILL-2025-156│ Dec 15    │ Jan 14    │ $5,678.90   │[$5,678.90]│
│ BILL-2026-023│ Jan 10    │ Feb 9     │ $6,777.88   │[$6,777.88]│
│ BILL-2026-045│ Jan 15    │ Feb 14    │ $3,456.78   │ [$    ]  │
└────────────────────────────────────────────────────────────────┘

Total Outstanding: $15,913.56

Payment Details:
├─ Payment Amount: $[12,456.78]
├─ Payment Method: [Check ▼]
│  ├─ Check
│  ├─ ACH/Bank Transfer
│  ├─ Wire Transfer
│  └─ Credit Card
├─ Bank Account: [Operating Account ▼]
└─ Reference: [_________________]

Applied Amount: $12,456.78
Remaining: $0.00

[Cancel] [Save Payment]

Payment Methods

Method Configuration

Method	Processing	Timing	Fees
Check	Print/mail	3-5 days	None
ACH	Electronic	2-3 days	Low
Wire	Bank wire	Same day	High
Credit Card	Online	Immediate	% fee

Check Payment

Check Payment

Bank Account: [Operating Account ▼]

Check Details:
├─ Check Number: [1045] (next available)
├─ Print Check: [x]
└─ Memo: [Payment for Dec/Jan invoices]

Print Options:
○ Print now
○ Add to print batch
○ Record only (manual check)

Remittance:
├─ Include remittance: [x]
├─ Bills to list: 2
└─ Format: [Standard ▼]

ACH Payment

ACH Transfer

Bank Account: [Operating Account ▼]

Supplier Bank Details:
├─ Bank Name: First National Bank
├─ Routing: ****4567
├─ Account: ****7890
└─ Account Type: Checking

ACH Details:
├─ ACH Type: [CCD ▼]
├─ Effective Date: [01/23/2026]
└─ Reference: [PAY-2026-089]

Addenda (optional):
[Payment for BILL-2025-156, BILL-2026-023]

Wire Transfer

Wire Transfer

Bank Account: [Operating Account ▼]

Supplier Wire Details:
├─ Bank Name: First National Bank
├─ Swift Code: FNBKUS33
├─ Account: 123456789
└─ Beneficiary: ABC Electronics LLC

Wire Details:
├─ Wire Type: [Domestic ▼]
├─ Reference: [PAY-2026-089]
├─ Purpose: [Vendor Payment]
└─ Wire Fee: $25.00

Total Disbursement: $12,481.78

⚠️ Wire transfers are typically processed same day.
   Ensure all details are correct before submitting.

Payment Details

Viewing Payment

Payment: PAY-2026-089

Payment Information:
├─ Payment Number: PAY-2026-089
├─ Payment Date: January 22, 2026
├─ Supplier: ABC Electronics
├─ Status: Sent
├─ Created By: John Smith
└─ Approved By: Mary Johnson

Payment Details:
├─ Amount: $12,456.78
├─ Method: Check #1045
├─ Bank Account: Operating Account
└─ Reference: Payment for Dec/Jan invoices

Applied To:
┌────────────────────────────────────────────────────────────────┐
│ Bill          │ Bill Date   │ Bill Total  │ Paid             │
├────────────────────────────────────────────────────────────────┤
│ BILL-2025-156│ Dec 15      │ $5,678.90   │ $5,678.90        │
│ BILL-2026-023│ Jan 10      │ $6,777.88   │ $6,777.88        │
└────────────────────────────────────────────────────────────────┘

[Print Check] [View Receipt] [Void Payment]

Batch Payments

Creating Payment Batch

Create Payment Batch

Batch Name: [January Week 3 Payments]
Payment Date: [01/22/2026]
Payment Method: [Check ▼]
Bank Account: [Operating Account ▼]

Select Bills to Pay:
┌────────────────────────────────────────────────────────────────┐
│ [x] │ ABC Electronics │ 2 bills │ $12,456.78 │ Overdue: 1    │
│ [x] │ Global Parts    │ 1 bill  │ $8,234.56  │ Due: Jan 25   │
│ [x] │ Tech Supplies   │ 3 bills │ $5,678.90  │ Due: Jan 28   │
│ [ ] │ Metro Shipping  │ 1 bill  │ $1,234.56  │ Due: Feb 5    │
└────────────────────────────────────────────────────────────────┘

Selection Summary:
├─ Suppliers: 3
├─ Bills: 6
├─ Total Amount: $26,370.24
└─ Checks to Print: 3

[Clear Selection] [Create Batch]

Processing Batch

Payment Batch: January Week 3 Payments

Batch Summary:
├─ Created: January 22, 2026
├─ Payments: 3
├─ Total: $26,370.24
└─ Status: Ready to Process

Batch Payments:
┌────────────────────────────────────────────────────────────────┐
│ Supplier        │ Amount      │ Check # │ Status              │
├────────────────────────────────────────────────────────────────┤
│ ABC Electronics │ $12,456.78  │ 1045    │ Ready               │
│ Global Parts    │ $8,234.56   │ 1046    │ Ready               │
│ Tech Supplies   │ $5,678.90   │ 1047    │ Ready               │
└────────────────────────────────────────────────────────────────┘

[Print All Checks] [Process Batch] [Cancel Batch]

Payment Approval

Approval Workflow

Payment Approval Queue

Pending Approvals: 5

┌────────────────────────────────────────────────────────────────┐
│ Payment      │ Supplier       │ Amount      │ Requested By    │
├────────────────────────────────────────────────────────────────┤
│ PAY-2026-092│ Quality Mfg    │ $15,678.90  │ John Smith      │
│ PAY-2026-091│ Premium Parts  │ $8,456.78   │ Sarah Johnson   │
│ PAY-2026-090│ Fast Freight   │ $2,345.67   │ John Smith      │
└────────────────────────────────────────────────────────────────┘

Approval Thresholds:
├─ Auto-approve: Under $1,000
├─ Manager approval: $1,000 - $10,000
└─ Director approval: Over $10,000

[Approve Selected] [Reject] [View Details]

Approval Form

Approve Payment

Payment: PAY-2026-092
Supplier: Quality Mfg
Amount: $15,678.90
Requested By: John Smith

Bills Included:
├─ BILL-2026-056: $8,456.78
└─ BILL-2026-067: $7,222.12

Approval Required: Director (> $10,000)

Verification:
├─ [x] Bills verified
├─ [x] Amounts correct
├─ [x] Budget available
└─ [x] Terms appropriate

Comments:
[                                    ]

[Reject] [Approve]

Scheduled Payments

Creating Scheduled Payment

Schedule Payment

Supplier: ABC Electronics
Bills: BILL-2026-045 ($3,456.78)

Schedule Options:
○ Pay on due date
○ Pay specific date: [02/14/2026]
○ Pay with early discount: [02/04/2026] (2% off = $3,387.65)

Payment Method: [ACH ▼]
Bank Account: [Operating Account ▼]

Reminders:
├─ [x] Email reminder 3 days before
├─ [x] Dashboard notification
└─ [x] Require approval before processing

[Cancel] [Schedule Payment]

Viewing Scheduled

Scheduled Payments

Upcoming Payments:
┌────────────────────────────────────────────────────────────────┐
│ Date      │ Supplier        │ Amount      │ Method │ Action   │
├────────────────────────────────────────────────────────────────┤
│ Jan 25    │ Global Parts    │ $8,234.56   │ ACH    │ [Edit]   │
│ Jan 28    │ Tech Supplies   │ $5,678.90   │ Check  │ [Edit]   │
│ Feb 4     │ ABC Electronics │ $3,387.65   │ ACH    │ [Edit]   │
│ Feb 9     │ Quality Mfg     │ $12,345.67  │ Wire   │ [Edit]   │
└────────────────────────────────────────────────────────────────┘

Next 30 Days: $29,646.78

[+ Schedule Payment] [Process Due]

Payment Reports

Payment Summary

Supplier Payment Report

Date Range: January 1 - January 22, 2026

Summary by Method:
┌────────────────────────────────────────────────────────────────┐
│ Payment Method   │ Count │ Amount      │ % of Total           │
├────────────────────────────────────────────────────────────────┤
│ Check            │ 45    │ $89,456.78  │ 57%                  │
│ ACH Transfer     │ 23    │ $45,678.90  │ 29%                  │
│ Wire Transfer    │ 8     │ $18,456.00  │ 12%                  │
│ Credit Card      │ 5     │ $3,197.66   │ 2%                   │
├────────────────────────────────────────────────────────────────┤
│ Total            │ 81    │ $156,789.34 │ 100%                 │
└────────────────────────────────────────────────────────────────┘

[Export Report]

Accounts Payable Aging

Accounts Payable Aging

Aging Summary:
┌────────────────────────────────────────────────────────────────┐
│ Period      │ Count │ Amount      │ % of AP                   │
├────────────────────────────────────────────────────────────────┤
│ Current     │ 45    │ $89,456.78  │ 65%                       │
│ 1-30 Days   │ 12    │ $23,456.78  │ 17%                       │
│ 31-60 Days  │ 5     │ $12,345.67  │ 9%                        │
│ 61-90 Days  │ 3     │ $8,765.43   │ 6%                        │
│ Over 90     │ 2     │ $4,321.00   │ 3%                        │
├────────────────────────────────────────────────────────────────┤
│ Total       │ 67    │ $138,345.66 │ 100%                      │
└────────────────────────────────────────────────────────────────┘

⚠️ 5 bills overdue (> 30 days)

Best Practices

Payment Processing

Verify bills before payment
Use appropriate methods
Capture early discounts
Maintain payment records

Approval Workflow

Set appropriate thresholds
Review before approving
Document approvals
Monitor pending items

Reconciliation

Match to bank statements
Clear outstanding checks
Review uncleared items
Reconcile monthly

Troubleshooting

Common Issues

Payment won't process

Verify bank details
Check approval status
Review sufficient funds
Contact bank if needed

Check printing issues

Verify printer setup
Check alignment
Review check stock
Test with sample

ACH rejected

Verify routing/account
Check ACH settings
Review error codes
Contact supplier

Payment misapplied

Void and re-enter
Adjust application
Review bill status
Document correction

Supplier Payments ​

Overview ​

Accessing Supplier Payments ​

Payment List ​

Viewing Payments ​

Creating Payments ​

Record Payment ​

Payment Form ​

Payment Methods ​

Method Configuration ​

Check Payment ​

ACH Payment ​

Wire Transfer ​

Payment Details ​

Viewing Payment ​

Batch Payments ​

Creating Payment Batch ​

Processing Batch ​

Payment Approval ​

Approval Workflow ​

Approval Form ​

Scheduled Payments ​

Creating Scheduled Payment ​

Viewing Scheduled ​

Payment Reports ​

Payment Summary ​

Accounts Payable Aging ​

Best Practices ​

Payment Processing ​

Approval Workflow ​

Reconciliation ​

Troubleshooting ​

Common Issues ​

Supplier Payments

Overview

Accessing Supplier Payments

Payment List

Viewing Payments

Creating Payments

Record Payment

Payment Form

Payment Methods

Method Configuration

Check Payment

ACH Payment

Wire Transfer

Payment Details

Viewing Payment

Batch Payments

Creating Payment Batch

Processing Batch

Payment Approval

Approval Workflow

Approval Form

Scheduled Payments

Creating Scheduled Payment

Viewing Scheduled

Payment Reports

Payment Summary

Accounts Payable Aging

Best Practices

Payment Processing

Approval Workflow

Reconciliation

Troubleshooting

Common Issues