Supplier payments

Money you've paid out to a supplier, allocated against one or more open bills.

Overview

A supplier payment records money leaving your business and going to a supplier, to pay down one or more of their open purchase bills. It's the mirror image of Customer payments — same idea, opposite direction of money flow: there, customers pay you down; here, you pay a supplier down.

Why it's useful

Recording payments against specific bills (rather than just a lump "paid the supplier ₹X" note) is what keeps each bill's balance, the supplier's overall payable, and your cash position all accurate and in agreement with each other — instead of three numbers that each tell a slightly different story.

Step by step

Record a payment

1. Click New payment

   Choose the supplier — MiniMart shows their open (unpaid or partially paid) bills.

2. Allocate the amount across one or more bills

   Pay a single bill in full, pay several at once, or make a partial payment against one — whatever matches the real transaction.

3. Choose a payment method

   Cash (optionally from the current shift's till, see below), bank transfer, cheque, or whatever payment methods your store has configured.

4. Save

   Each allocated bill's balance drops immediately, and the supplier's payable updates to match.

Paying from the cash drawer

If you pay a supplier in cash during a till shift, record the payment as coming from that shift's cash drawer — it's logged as a cash-out and counted in the shift's reconciliation at close, exactly like any other till cash movement. See Shifts & cash drawer for how cash-outs factor into the expected closing balance. Paying by any other method (bank transfer, cheque) has no effect on a till's cash drawer at all.

Partial allocation across multiple bills

A single payment doesn't have to match one bill exactly — if you're writing one cheque that covers three outstanding bills from the same supplier, allocate that one payment across all three, splitting the amount however it was actually agreed.

Where it shows up

The moment a payment is saved, the balance on every bill it was allocated to drops, that supplier's payable on the Suppliers list falls by the same amount, and — if paid from the drawer — the current shift's expected cash balance is reduced too.

Tips & best practices

• Always allocate a payment to specific bills rather than leaving it unallocated — an unallocated payment doesn't reduce any particular bill's balance.
• Pay the oldest open bills first when a supplier has several outstanding, unless they've specifically agreed otherwise with you.
• If paying in cash, do it during an open shift so the cash-out is captured in that shift's reconciliation — not after the shift has already closed.

Notes & warnings