Transparent financial management starts with accurate payment tracking. The system allows you to record payments to suppliers directly within the purchase order—from full prepayment to installment payments. This helps you avoid duplicate payments, view the current balance for each delivery, and always keep your accounts under control.
How to pay for a purchase order to a supplier
This can be done in several ways:
When posting the products – check the Pay from account checkbox and enter the payment details directly when creating the purchase order.
After creating the posting, if there have been no movements yet, you can create an expense.
In the Postings table within the purchase order, an info box will appear next to this posting indicating that it has already been paid.
On the Postings and Payments tab – create a separate payment to pay the supplier.
If there is already at least one payment in the purchase order, the Pay from account option will be disabled when creating a posting, and you will receive a warning about a possible duplicate payment.
❗️ Please note
Payments created from a posting are not displayed in the purchase order’s payment table and are not included in the total payment amount for that order. Only payments created using the method described below are taken into account in the calculation.
If you use both methods of adding payments, be sure to account for this when settling accounts with the supplier.
How to add a payment to a purchase order
In the purchase order document, you can record both payments for products already posted and refunds from the supplier. This may be necessary, for example, in the event of an overpayment, return of defective products, short delivery, or changes to the order terms. This approach allows you to manage all settlements with the supplier in one place and view the current balance for the document.
To add a payment to a purchase order:
1. On the Postings and Payments tab, in the Payments section, select the appropriate type:
Payment to supplier
Refund from supplier (if payments to the supplier have already been made)
2. Fill in the details: amount, payment method, and invoice.
If needed, you can add a comment and tags, change the responsible employee, or the cash flow item if you use them.
3. Click Create.
All payments created in this way will be displayed in the “Payments” section of the table, where it states:
Who created the payment and when
Comment
Amount.
Below the table, the following are displayed:
Total Payments – the total amount of payments already created minus the total amount of all refunds from the supplier.
Total Amount – the total cost of the ordered products.
We Owe the Client – the balance due.
A negative value indicates a debt to the supplier, 0 means the document is settled, and a positive value indicates an overpayment, where the supplier owes us.
❗ Please note that payments created from a posting document are not included here.
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