Guide Categories
Payments
Record payments made to suppliers and refunds to customers to manage your cash flow and accounts payable.
Overview
The Payments tab is used to record outgoing payments from your business. This includes payments to suppliers for purchase invoices, refunds to customers, and other business expenses. Payments help maintain accurate cash flow records and update accounts payable balances.
Types of Payments
Supplier Payments
Payments made to suppliers for outstanding purchase invoices
Customer Refunds
Refunds issued to customers for returned goods or overpayments
General Expenses
Direct payments for expenses not tied to specific invoices
Creating a Payment
To record a new payment:
- Navigate to the Payments tab
- Click the New Payment button
- Select the bank account from which the payment was made
- Choose the supplier or customer receiving the payment
- Select the invoices being paid (if applicable)
- Enter the payment amount and date
- Add any reference or description
- Save the payment record
Note
When you record a payment against specific invoices, it automatically updates the invoice status and accounts payable/receivable balances.
Key Information Fields
| Field | Description |
|---|---|
| Date | The date the payment was made |
| Reference | Check number, transfer reference, or other identifier |
| Paid From | Bank or cash account used for the payment |
| Paid To | Supplier, customer, or other payee |
| Amount | Total payment amount |
Payment Allocation
When making payments to suppliers, you can allocate the payment to specific invoices:
- Full payment allocation - Apply entire payment to specific invoices
- Partial payment allocation - Pay portions of multiple invoices
- Overpayment handling - Record credits for payments exceeding invoice amounts
- Unallocated payments - Record payments without specific invoice allocation
Pro Tip
Proper payment allocation ensures accurate aging reports and helps with reconciliation processes.
Payment Methods
Accounter supports various payment methods:
- Check payments with check number tracking
- Electronic transfers (EFT, wire transfers)
- Credit card payments
- Cash payments
- Online payment systems
Best Practices
- Record payments promptly to maintain accurate cash flow records
- Always include clear references for easier reconciliation
- Allocate payments to specific invoices when possible
- Keep supporting documentation (receipts, confirmations) attached
- Review payment reports regularly to identify patterns
- Use consistent coding for different types of payments
- Reconcile payment records with bank statements monthly
Warning
Always verify payment details before saving. Incorrect payment allocations can affect supplier balances and financial reporting.