Skip to main content
Prerequisites
  • Purchase Invoices and/or Purchase Orders exist and are submitted
  • Payment Entries have been created for those invoices/orders

​
1.0 Open the Payment Entry

  1. Navigate to Accounts > Payment Entry > Payment Entry List
  2. Locate and open the Payment Entry you want to reconcile
  1. In the Payment Entry, scroll to the References table
  2. For each row, ensure the Reference Type is set correctly (e.g., Purchase Invoice)
  3. In Reference Name, select the invoice number or order you are paying
  4. Verify the Outstanding Amount and enter the Amount to Pay
  5. If paying a Purchase Order directly, choose Reference Type = Purchase Order and apply as advance or direct payment

​
1.2 Submit and Auto-Update Status

  1. Click Save to validate your entries
  2. Click Submit
    • The system will mark each linked invoice/order as Partially Paid or Paid based on the Amount to Pay
    • Payment status badges update automatically on the Purchase Invoice and Purchase Order forms

​
1.3 Review Supplier Ledger

  1. Go to Accounts > Reports > Supplier Ledger
  2. Filter by Supplier and Account (e.g., Accounts Payable)
  3. Click Refresh to see all invoiced amounts, payments applied, and any open balances
  4. Investigate any unmatched payments or unexpected balances