Record Bill Payments

Record payments against open vendor bills and review payment history after the bill balance changes.

Bill row actions for payment history and linked journal review

When To Use This

  • An open bill is ready to be paid.
  • You need to record a full or partial payment.
  • You need to review bill payment history or linked journals after payment.

Before You Start

  • Confirm the active company.
  • Confirm the bill is open or partial and has a remaining balance.
  • Confirm the Pay from account is available.
  • If the payment first appeared in Banking, decide whether the bank row should be matched instead of manually recording a second payment.

Steps

  1. Open Bills.
  2. Find the bill.
  3. Review the bill status, total, balance, vendor, and due date.
  4. Use the dollar action for the bill when you are ready to record payment.
  5. In Record payment, complete:
  • Payment date
  • Amount
  • Pay from
  • Reference #, if needed
  • Memo
  1. Record the payment.
  2. Confirm the updated balance and status in the bill list.
  3. Use View payment history or View linked journal entries when you need later review.

What Happens When You Record Payment

Recording a bill payment posts a separate payment entry. SPRK debits the payable account carried by the open bill and credits the selected Pay from account. Full payment changes the bill to Paid; a smaller payment leaves the bill as Partial.

If Something Looks Wrong

What You See What To Check What To Do Next
The payment amount is larger than expected Bill balance and payment amount Correct the amount before recording
The wrong account will be credited Pay from Choose the correct cash, bank, or credit-card account
A bank withdrawal already exists Whether the payment should be matched from Banking Use the bank match path instead of recording a duplicate payment
The bill still shows a balance Whether the payment was partial Review payment history and record additional payment only if needed
Payment history looks like an edit screen Whether you are trying to correct payment activity Use the supported correction action instead of editing history directly