Overview

Once a Purchase is recorded, it appears with a status of Open in the Purchases screen.

• Open = not yet paid
• Purchases must be processed to be included in a payment run

Payment Options

You can process payments using:

• Batch Payment → multiple purchases at once
• Single Payment → individual purchase

Both methods post payments to the ledger and update the purchase status from Open → Paid.

Payment Methods Overview

Process Payments (Batch Pay Purchases)

Step 1 – Accessing Purchases

Go to:

• Navigation Menu → Purchases

Step 2 – Filter Open Purchases

• Set filter to Open
• Displays all unpaid purchase invoices

Step 3 – Selecting Purchases

• Tick the checkbox next to each purchase to be paid

Step 4 – Start Batch Payment

• Click Pay

Step 5 – Payment Account

• Choose Pay From Account

Step 6 – Payment Details

Review or amend:

• Payment Date

Step 7 – Adjust Batch (Optional)

• Remove any item by clicking X on the line

Step 8 – Process Payment

• Click Pay

Removing items from the batch does not delete them - it only excludes them from this payment run.

Process a Single Purchase Payment

Step 1 – Open Payment Option

• Click ⋯ (ellipsis) on the purchase line
• Select Pay

Step 2 – Select Payment Account

• Choose Pay From Account

Step 3 – Review & Update Details

• Review auto-populated fields
• Update Reason if required:
  • Type manually
  • OR use keyboard icon to select from Payment Reasons

Step 4 – Post Payment

Choose:

• Post → complete payment
• Post & New → complete and create another payment 

Most fields are auto-populated based on the original purchase, reducing manual input.

Best Practices

• Always confirm Pay From Account before posting
• Use Batch Payments for efficiency when processing multiple invoices
• Review Payment Date to ensure correct ledger posting
• Use standardised Payment Reasons for audit consistency
• Keep purchases filtered to Open to avoid duplicate payments