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Prerequisites
  • Suppliers are set up under Buying > Supplier
  • Expense and liability accounts exist under Accounts > Chart of Accounts
What it does:Allows you to capture purchase invoices, schedule and record payments, and view aging reports for all outstanding payables.Why it matters:
  • Ensures timely supplier payments and avoids late fees
  • Provides visibility into upcoming cash outflows
  • Strengthens vendor trust and supports better procurement decisions

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1.0 Enter a Purchase Invoice

  1. Navigate to Buying > Purchase Invoice > New
  2. Select Supplier, Posting Date, and Company
  3. Add item lines or expense descriptions, quantities, rates, and tax rules
  4. Review Total Amount and Due Date
  5. Click Save and then Submit
If you received goods via a Purchase Receipt, click Get Items From > Purchase Receipt to auto-populate lines.

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1.1 Schedule Payments

  1. Open the submitted Purchase Invoice
  2. In the Payment Schedule section, click Add Row
  3. Specify Installment Date and Amount (percentage or fixed)
  4. Click Save
Define common payment terms (Net 30, 60) under Buying > Setup > Payment Terms for reuse.

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1.2 Record Payments

  1. Go to Accounts > Payment Entry > New
  2. Set Payment Type = Pay, Party Type = Supplier, and choose the Supplier
  3. Link open Purchase Invoices in the References table
  4. Confirm Paid Amount, Mode of Payment, and Paid From (bank/cash account)
  5. Click Save, then Submit

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1.3 Monitor Payables Aging

  1. Open Accounts > Reports > Payables Aging
  2. Filter by Company, From Date / To Date, or Supplier
  3. Click Refresh to view:
    • Invoice dates and due dates
    • Outstanding amounts grouped by aging buckets (0–30, 31–60 days, etc.)