PAYABLES CREATE

The Payables module allows users to record and manage payments made to vendors against their Purchase Orders (POs). It ensures accurate tracking of total PO amounts, amounts already paid, and new payments being processed. This is essential for maintaining vendor relationships and managing company cash flow efficiently.

  1. Click on "Finance".
  2. Under "Payables", select "Create". Steps for Payables

The Payables Form form will appear.

Payable Form

Payables Form

  • Vendor Name: Select the vendor to whom the payment is being made.
  • Total Sum of PO Amount: Enter the total value of all Purchase Orders issued to the selected vendor.
  • Amount Paying: Enter the amount that is being paid in this transaction.
  • Already Paid: Enter the total amount already paid to the vendor before this payment.
  • Paid (%): This will reflect the percentage of the total PO amount that has been paid so far.
  • Payment Mode: Select the mode of payment (e.g., Online, Cheque, Cash, NEFT, etc.).

  • Payment Ref No.: Enter the payment reference such as UTR number, cheque number, or internal payment ID.

  • Po Breakdown: Allows you to allocate the amount being paid across multiple Purchase Orders. This ensures payments are properly distributed and recorded against the right POs.

    • Vendor Name: Displays the vendor associated with the payment.
    • Amount Paying: Displays the total amount being paid to the vendor.
    • Select PO: Dropdown to select the Purchase Order number.
    • Pending Value: Enter the pending amount for the selected PO.
    • Total Value: Enter the total PO value.
    • Amount Against PO: Enter the portion of the payment being applied to this PO.

    Add Button: Click Add to include the selected PO and its payment details into the breakdown list.

    Save: Confirms the breakdown and links the payment to the listed POs.

    Close: Cancels the action and closes the screen without saving changes.

  • Save: Saves the payment record and updates the system.

Icons

ICONS

  • Refresh: Reloads the current view or resets the list to the latest data.
  • Home: Navigates back to the main dashboard.
  • Back Arrow: Returns to the previous screen or menu.
  • Download File: Exports the data in formats such as Excel or PDF for offline records or reporting.
  • Search Bar: Allows users to search by customer name, payment ref no., or other keywords quickly.