Purchase payment report
The purchase payment report is the record of money you've paid out to suppliers: each payment with its reference number, the date it was paid, the amount and the method used.
Purchase payment report in SeroPOS
Every supplier payment
Each payment made against a purchase appears as its own row.
Reference number
The payment reference, using the purchase payment prefix set in Business Settings.
Paid on date
The date the payment was made, for matching against your bank statement.
Amount and method
How much was paid and whether it went by cash, cheque, card, bank transfer or another method.
Location and dates
Filter by location and date range to cover a week, a month or a quarter.
Export or print
Print the list or export it from the report table for your bookkeeper.
What the report lists
Open Reports, then Purchase Payment Report, and set a location and a date range. Each row is one payment to a supplier, with its reference number, the paid-on date, the amount and the payment method. Choose all locations to see every payment across the business, or one location if each store pays its own suppliers. Set the dates to a month or your bank statement period.
It answers the question every bookkeeper asks at month end: what went out to suppliers, and how. Because each payment carries its own reference, you can match it to a cheque stub, an e-transfer confirmation or a line on the bank statement. Sort by date or amount to find a particular payment quickly.
- Reference number
- Paid on
- Amount
- Payment method
Recording supplier payments
Payments are added against a purchase, either when you enter it under Purchases, Add Purchase or later from List Purchases. A purchase can be paid in full at once or in parts, and each part becomes its own row on this report. The purchase's payment status moves from due to partial to paid as payments are added.
Reference numbers come from the purchase payment prefix on the Prefixes tab in Business Settings, so supplier payments are numbered in their own series. Where payment accounts are in use, each payment can be linked to the account it was paid from. Payment accounts are set up under Payment Accounts in the back office.
Matching payments with what's still owed
The purchase payment report shows what you've paid. For what you still owe, use the customer and supplier report, filtered to suppliers, which shows each one's balance due. The purchase and sale report gives the total purchase due for the period. Read together, they tell you both sides of each supplier relationship.
Each supplier's page also has a Payments tab and a Ledger, so when a supplier calls about an invoice, you can pull up what was paid and when without searching through the whole list. The ledger takes a date range, so you can show a supplier exactly what was paid against their invoices over any period they ask about.
Payments out and payments in
This report covers money going to suppliers. For money coming in from customers, use the sales payment report, which can be filtered by customer, location, payment method and customer group. Expenses that aren't purchases of stock, such as rent or utilities, are recorded under Expenses and totalled on the expense report.
Between the three, you have the full picture of payments for a period, which makes reconciling the bank account at month end a matter of ticking off lines rather than hunting. The purchase payment report and the sales payment report both take a location and date range, so you can run them for the same period and put them side by side.
Frequently asked questions
How do I see what I've paid my suppliers?
Open Reports, then Purchase Payment Report in the back office. Set the location and date range, and every payment to suppliers in that period is listed with its reference, paid-on date, amount and payment method. Print or export it for your records.
Can I record a partial payment to a supplier?
Yes. Add a payment to the purchase for the amount you're paying now, and add another when you pay the rest. Each payment appears on its own row in the report, and the purchase shows as partially paid until it's settled.
Which payment methods can I record?
The standard methods include cash, card, cheque and bank transfer, plus up to seven custom payment methods whose labels you set under Business Settings, Custom Labels. The report shows the method recorded on each payment. The labels you set appear on payments in the back office.
Is this an accounts payable report?
It's the paid side of accounts payable. It lists the payments you've made. For what's still outstanding with each supplier, use the customer and supplier report filtered to suppliers, which shows balance due per supplier, or check purchase due on the purchase and sale report.
How do I match supplier payments to my bank statement?
Run the purchase payment report for the statement period and sort by paid-on date. Each payment shows its amount and method, so bank transfers and cheques can be ticked off against the statement. Payment accounts in the back office can also link each payment to the bank account it came from.