Payments Made

Payments Made tracks money paid to vendors against bills.

Where to find it: Sidebar > Purchases > Payments Made

8.1 Recording a Payment

1. Go to Purchases > Payments Made and click New Payment
2. Select the Vendor
3. Open approved bills for that vendor load automatically
4. Set the Payment Date
5. Choose the Currency
6. Enter the Amount
7. Choose a Payment Method
8. Select the Payment Account
9. Enter an optional Reference
10. Enable Track WHT if applicable and choose the correct withholding category
11. Allocate the payment across one or more bills
12. Review the settlement summary before saving:
    • Gross Applied to Bills
    • Gross Remaining to Allocate
    • Net Cash to Vendor
13. Save

If a payment approval workflow applies, the payment is stored pending approval before final posting.

The bill-payment form validates the gross settlement, not only the cash leaving the bank.

• Gross Remaining to Allocate must be zero before the payment can be recorded
• WHT is previewed from the currently allocated bills
• the withheld amount posts separately from the cash movement
• for base-currency payments, Net Cash to Vendor is shown before submit
• for non-base-currency payments, final net cash is locked on submit when the payment FX rate is applied
• if the vendor has an active WHT exemption, no withholding is applied and net cash stays equal to the gross settlement

8.2 Viewing Payment Details

Open any payment to see the vendor, currency, method, account, WHT flags, and bill allocations.

When WHT applies, the payment detail also shows the stored WHT category, taxable base, withheld amount, and the effective vendor settlement.

8.3 Deleting a Payment

Deleting a payment reverses the journal entry and recalculates bill balances.

8.4 Bulk Bill Payments

Bulk bill payments are available when Batch Processing is enabled.

Use Purchases > Bulk Bill Payments to:

1. Select eligible bills
2. Create a payment batch
3. Submit or approve the batch depending on workflow
4. Process the batch

Current v1 limitation: bulk bill payments are intended for eligible GHS bills in the current Accounting workflow.