Recording a bill payment

In many cases, businesses agree on a specific payment period to settle purchase invoices—whether as full payments or in installments. This guide walks you through the steps to record supplier bill payments in Wafeq.

How to Record a Supplier Bill Payment

From the main menu, go to "Purchases", then select "Supplier payments", and click the "Record payment" button, Choose "Bills payment / advance" from the dropdown.

Fill in the Payment Details

• Supplier: Select the supplier you are making the payment to.

• Paid through: Choose the account the payment was made from (e.g., cash or bank).

  • If the account is missing, make sure the "Enable payments" setting is chosen as "yes" for this account in the chart of accounts.

• Payment currency: This updates automatically based on the currency of the selected bank account.

• Amount paid: Enter the actual amount paid to the supplier.

• Date: Select the date of the payment transaction (when the amount was debited from your account).

• Description: Optionally, add a note describing the purpose of the payment, e.g., "Contract maintenance payment."

Linking the Payment to Purchase Bills

• Select "Bills payment" as the payment type.

• Below the message indicating the number of outstanding bills for the supplier, click "+ Add unpaid bills".

• Check the boxes next to the bills you want to settle.

• Then click "Add".

Allocate the Paid Amount

If you're paying only one bill, the amount will apply directly, fully or partially based on how much you paid.

For multiple bills, you have two options:

• Manually distribute the payment by entering amounts in the "Payment to apply" fields.

• Or click "Auto apply" to let Wafeq distribute the payment automatically based on bill due dates.

  • Auto apply prioritizes bills with the earliest due dates.

You can also download a PDF copy of the payment record using the "Download receipt PDF" button.

After verifying the distribution and payment total, click "Save".

Viewing and Managing Supplier Payments

All supplier payments are listed in the Supplier payments section. From here, you can:

• Click on any payment to view or edit its details.

• Use the "Search bar" to find payments by supplier name.

• Click "Sort" to reorder the list based on date, oldest to newest or vice versa.

• Use the "Filter" button to narrow down payments by specific criteria like contact or payment account.