Pay suppliers and track what is due
Pay suppliers in full or in part against their purchases, or pay down a supplier's whole balance at once. SeroPOS keeps every payment on the supplier's ledger and tells you what is coming due, so nothing slips past its terms.
Supplier payments in SeroPOS
Pay on the purchase
Add a payment while you enter the purchase, or come back later from the purchases list and add it then.
Partial payments
Pay part of a purchase now and the rest later. The purchase shows as partly paid until it is cleared.
Advance balances
Money paid to a supplier in advance is held as a balance and can be used against their next purchase.
Pay a supplier's total due
From the supplier's page, pay what you owe across several purchases in one payment.
Due list on the dashboard
Purchase Payment Due lists purchases falling due by their pay terms, with the Purchase Due tile beside it.
Purchase payment report
Every payment to suppliers with reference, date, amount and method, filtered by supplier, location and date.
Recording a payment
You can pay a supplier at three points. On the Add Purchase screen, enter the payment at the bottom before you save. From the purchases list, use the payment action on any purchase to add a payment later. Or open the supplier in Contacts and pay their due, which settles what you owe across several purchases at once.
Each payment records the amount, the date, the payment method and a note. Methods include cash, cheque, card and bank transfer, plus custom methods you name yourself in Business Settings. If you use payment accounts, link the payment to the bank or cash account it came from so your account book matches the bank.
Part payments and advances
Not every supplier is paid in one go. Enter a payment smaller than the total and the purchase shows as partly paid, with the balance still due. Add further payments as you make them. The purchases list filters by payment status, so you can pull up every partly paid or unpaid purchase for one supplier.
Some suppliers want money up front. Record it as an advance and it sits on the supplier's account. When the goods arrive and you enter the purchase, choose the advance balance as the payment method and it is used against the new invoice. Partly paid purchases stay on the due list until they are cleared.
- Paid, partly paid and due statuses
- Advance balance per supplier
- Several payments against one purchase
- Pay the supplier's total due from their page
Seeing what is due
Each purchase takes its pay term from the supplier, such as 30 days. The dashboard's Purchase Payment Due table lists purchases as they come due, and the Purchase Due tile shows the amount owed for the period. Filter by location if each store pays its own suppliers. Paying on time keeps good terms with suppliers who give you credit.
The supplier's ledger shows purchases, returns and payments in order with a running balance. The contacts report lists every supplier's total purchases and amount due side by side, which is a quick way to plan a payment run for the week. Pay the oldest balances first unless a supplier has agreed otherwise.
Reports and messages
The purchase payment report lists each payment to suppliers with reference, paid-on date, amount and method. Use it to match payments to your bank statement or to answer a supplier who says they have not been paid. It filters by supplier, location and date range and exports like other reports.
When a payment is made, you can send the supplier a Payment Paid message by email or SMS from your notification templates. If you send your books to QuickBooks Desktop, supplier payments go across in the purchases step alongside bills and vendor credits. Without that integration, supplier payments stay in SeroPOS and its reports.
Frequently asked questions
Can I pay several purchases from one supplier at once?
Yes. Open the supplier in Contacts and use the pay due action. Enter the amount you are paying and SeroPOS applies it to their outstanding purchases. The payment shows on the supplier's ledger and in the purchase payment report. It saves recording the same payment against each purchase one by one.
How do I record a deposit I paid before delivery?
Record it as an advance payment to the supplier. It is held as an advance balance on their account. When you enter the purchase for that delivery, choose the advance balance as the payment and it is used against the invoice.
Where do I see which supplier bills are due soon?
The back office dashboard has a Purchase Payment Due table, based on each purchase's pay term, and a Purchase Due tile. The supplier's ledger and the contacts report also show the amount due for each supplier. Check them weekly so nothing falls past its terms.
Can I pay a supplier from a specific bank account?
If payment accounts are turned on, each payment can be linked to an account such as your business chequing account. The account book then shows the payment, and the payment account report lists any payments that still need an account.
Does the supplier get told when I pay?
You can send them the Payment Paid notification by email or SMS. Edit the template once in Notification Templates with tags such as the amount and reference, and the details fill in for each payment. Messages use the email and SMS settings in Business Settings.