What this page is for
This page records money paid to a supplier, and sets it against the invoices it settles. A payment cannot be edited once recorded — to correct one, reverse the allocation that was wrong and record a fresh payment.
Only people whose role can pay suppliers see this page.
Fields
Supplier
Who is being paid.
Example: Ndahiro Farm
Amount
How much was paid in total.
Example: 800
Paid by
How the payment was made.
Example: Mobile money
Paid
The date and time the payment was made. Defaults to now.
Example: 05/10/2026, 11:00
Payment reference
A transaction code, cheque number or similar, if there is one. Optional.
Example: MPESA-QJ7T2K9
Invoice (allocation)
Which outstanding invoice this part of the payment settles.
Example: INV-55421 · 12/10/2026 · KES 800 outstanding
Amount (allocation)
How much of the payment goes against that invoice.
Example: 800
How to…
How to record a payment and settle it at once
- Press Record payment, or press it on the invoice it settles, which fills in the supplier and amount for you.
- Choose how it was Paid by, and add a Payment reference if there is one.
- Under Allocations, choose the Invoice and the Amount to set against it. Add another line to split one payment across more than one invoice.
- Press Record payment.
How to pay without settling an invoice yet
Leave Allocations empty, or less than the full amount. Whatever is not allocated stays on account, ready to be allocated later.
Worked examples
Butchery that also roasts meat
Mama Njeri's Butchery's owner pays Ndahiro Farm KES 800 by Mobile money, with the reference
MPESA-QJ7T2K9, and allocates the full amount to invoice INV-55421 in the same step.
Supermarket
Tumaini Supermarket's buyer pays Nakuru Wholesale Mart KES 50,000 by Bank transfer to cover
several invoices at once, adding one allocation line per invoice until the amount left to allocate
reaches zero.