Vendor Payments
A vendor payment records money you pay to a vendor and applies it against that vendor's open bills. A single payment can be spread across several bills, and any amount paid over what's owed is automatically turned into a vendor credit.
This item appears if the Purchase module is enabled and your role has the View Vendor Payment permission.
How to record a payment
- Go to Purchase → Vendor Payments and click Add Payment (or use Add Payment from a bill).
- Choose the Vendor. The vendor's open and partially-paid bills load below.
- If the vendor has no outstanding bills, you'll see a "no bills" message and no payment fields appear.
- Enter the Payment Made (the total you are paying) and the Payment Date.
- Optionally choose a Bank Account (only accounts matching the vendor's currency are listed).
- Allocate the payment across the bills (see Applying to bills).
- Add an Internal Note if needed, and tick Send Notification to notify the vendor.
- Save.
Payment fields
| Field | Required | Notes |
|---|---|---|
| Vendor | Yes | Whose bills you are paying. |
| Payment Made | Yes | The total amount, in the vendor's currency. Must be greater than 0. |
| Payment Date | Yes | Defaults to today. |
| Bank Account | No | The account the money came from (filtered to the vendor's currency). There is no separate "payment mode" — the bank account is the method. |
| Amount per bill | — | How much of the payment goes to each listed bill. |
| Internal Note | No | For internal use only. |
| Send Notification | No | Email the vendor about the payment. |
Applying the payment to bills
Each open/partially-paid bill is listed with its due amount and an input where you enter how much of the payment to apply to it. Use Pay in full on a row to fill in its remaining due, or Clear Applied Amount to reset all rows.
As you allocate amounts:
- Each bill becomes Paid when its applied amount covers the remaining due, or Partially Paid otherwise.
- The Excess (anything left over after the bills are covered) is shown live. If you save with an excess, BusinessHRM warns you, then creates a vendor credit for that excess amount automatically.
The system also writes a matching Expense ("Payment to vendor") for the payment in the vendor's currency.
The payment detail page
The payment opens with Overview and History tabs. The Overview shows the payment date, bank account, amount, internal note, and a table of which bills it was applied to (with each bill's date, number, PO number, amount, due and the amount applied).
From the Action menu you can:
- Edit — re-allocate the payment.
- Delete — reverses the allocations and resets the affected bills back to Open or Partially Paid.
- Download — a PDF receipt.
Permissions
| Action | Permission |
|---|---|
| View vendor payments | View Vendor Payment |
| Add | Add Vendor Payment |
| Edit | Edit Vendor Payment |
| Delete | Delete Vendor Payment |
Bank-account visibility uses the View Bank Account permission.
How it connects
Vendor Payments are the final step of Purchase Order → Bill → Vendor Payment. Paying a bill moves it toward Paid; overpaying generates a vendor credit you can later apply to another bill.