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Recording Vendor Payments

Managing payments to your vendors is a critical part of maintaining good supplier relationships and controlling your cash flow. Ledgerflow provides flexible tools to record, track, and manage all your vendor payments.

Related Resources

Vendor Payment Overview​

The Vendor Payments functionality in Ledgerflow allows you to:

  • Record payments to vendors for one or multiple bills
  • Track payment history and outstanding balances
  • Apply vendor credits to bills
  • Generate payment reports and analyses
  • Maintain accurate accounts payable records

Recording a Single Vendor Payment​

Follow these steps to record a payment to a vendor:

  1. Navigate to the Purchases tab on the left sidebar menu

  2. Find the purchase you want to pay and click on it

  3. Click the Record Payment button

  4. Complete the payment information:

    Payment Details​

    • Payment Date: When the payment was made
    • Payment Method: How the payment was made (cash, check, bank transfer, etc.)
    • Payment Account: Which account the payment came from
    • Amount: How much was paid (can be partial payment)
    • Reference Number: Check number, transaction ID, or other reference
    • Notes: Any additional information about the payment

  5. Click Save Payment to record the transaction

Recording Bulk Payments​

To pay multiple bills at once:

  1. Navigate to the Purchases tab
  2. Click on Record Payment in the top menu
  3. Select the vendor you're paying
  4. You'll see a list of all outstanding bills for that vendor
  5. Check the bills you want to pay
  6. Enter payment details:
    • Payment Date: When the payment was made
    • Payment Method: How the payment was made
    • Payment Account: Which account the payment came from
    • Amount: The system will suggest the total of selected bills
    • Reference: Check number or other reference
  7. Click Save Payment to record the transactions

Applying Vendor Credits​

If a vendor has issued you a credit:

  1. Navigate to the vendor's detail page
  2. Click Apply Credit
  3. Select the credit you want to apply
  4. Choose which bills to apply the credit to
  5. Specify the amount to apply to each bill
  6. Click Apply Credit to process

Viewing Payment History​

To view payment history for a vendor:

  1. Navigate to the Clients tab
  2. Select the Vendors tab
  3. Click on the vendor name to open their detail page
  4. The Transactions tab shows all bills and payments
  5. Filter by date range or transaction type if needed

Editing or Deleting Payments​

If you need to modify a payment:

  1. Navigate to the payment in the system
  2. Click the Edit button
  3. Update the necessary information
  4. Click Save to apply your changes

To delete a payment (if permitted by your role):

  1. Navigate to the payment
  2. Click the Delete button
  3. Confirm the deletion

Payment Reports​

Ledgerflow offers several reports related to vendor payments:

  • Payments Summary: Overview of all payments made in a period
  • Vendor Payment History: Detailed payment history by vendor
  • Accounts Payable Aging: Analysis of outstanding bills by age
  • Cash Flow Projection: Forecast of upcoming vendor payments

Best Practices for Vendor Payments​

  • Pay vendors according to agreed payment terms to maintain good relationships
  • Take advantage of early payment discounts when available
  • Reconcile vendor statements regularly to ensure accuracy
  • Keep detailed records of all payments, including reference numbers
  • Review aging reports regularly to avoid overdue payments

Coming Soon Features​

Future Functionality

The following features are planned for future releases and are not currently available in Ledgerflow:

  • Scheduled Payments: Plan and schedule future payments to vendors
  • Automated Payments: Set up recurring payments to vendors
  • Payment Approvals: Set up approval workflows for payments above certain amounts
  • Vendor Payment Portal: Allow vendors to view payment status online
  • Electronic Payment Integration: Pay vendors directly through the system