Record Payments Made

In this help document, you’ll learn how to record the payments made to your vendors.

Record a Payment Made

When recording payments for your vendors, you might come across the following cases:

Record and Split Payment

The payments you record for your vendors can be applied to their outstanding bills. The total paid amount can be split among a vendor’s outstanding bills either in full or in part. Let’s understand this better with a scenario.

Excess Payments

The total amount that you enter in any payment made can be applied across the different outstanding bills of the vendor. If there is any balance amount left after you’ve applied this amount, then you can save it as an excess payment. Let’s understand this better with the help of a scenario.

To record a payment made:

• Go to Payments Made under Payables.
• Click + New in the top right corner.
• Fill in the following details in the Bill Payment tab:
  • Vendor Name: Select the vendor for whom you’re recording the payment. The list of unpaid bills for this vendor will be populated below.
  • Payment#: The unique number for this payment. If you want configure the auto-generated number, click the Gear icon next to the field, select Auto-generating payment numbers, enter the required Prefix and Next Number, and click Save.
  • Payment Made: Enter the amount paid to the vendor.
    • Click Yes in the Would you like this amount to be reflected in the Payment field? pop-up if you want to apply the amount entered to the vendor’s bills. The amount entered will be split across the outstanding bills, starting from the first bill in the list.
    • Click No in the Would you like this amount to be reflected in the Payment field? pop-up if you want to record the amount entered as excess payments. The excess payment will be recorded as vendor credits and can be used to record payments for future bills from the vendor.
    • Check Pay full amount if you want to pay for all the outstanding bills of the vendor.
  • Payment Date: Enter the date when you made the payment.
  • Payment Mode: Select how you made the payment. Click + Configure Payment Mode from the dropdown to add a new payment mode.
  • Paid Through: Select the account you used to make the payment.

You can also pay for individual bills from the Outstanding Bills table.

• Enter the amount to be paid for the respective bill in the Payment column.
• Click Pay in Full if you want to record payment for the bill’s total.

Once you’ve entered the amount, you can find the details of the split in the total section.

• Amount Paid: The total amount paid to the vendor.

• Amount Used for Payments: The amount applied to outstanding bills.

• Amount in Excess: The excess payments made to the vendor. They will be recorded as vendor credits.

• Once you’ve added the required details, click Save.

Import Payments Made

If you’ve created vendor payments from external sources, you can import them into your Zoho Spend organization. Here’s how:

• Go to Payments Made under Payables.
• Click the More icon in the top right corner and select Import Payments.
• Click Choose File and select the file you want to import. Or, drag and drop the file that you want to import.

• Select the Character Encoding and File Delimiter.
• Click Next.
• Check the mapping of the fields and click Next.
• Click Import.