ControlRoom · 1 MIN READ
Record a supplier payment
Log a payment already made and understand which statuses affect the outstanding balance.
Guide reviewed 14 September 2026 · Controls depend on your app version and access.
Before you begin
Open the purchase order and have the actual payment evidence. This form does not transfer money.
01Open Record supplier payment
Check the order number, currency and remaining balance displayed in the form.
02Enter a traceable reference
Use the bank reference or voucher number, amount and method. Avoid recording the same reference twice on the order.
03Choose the correct status
Paid — confirmed is for confirmed payments. Pending confirmation and Reference only are kept separate; only confirmed payments reduce the calculated balance.
04Resolve overpayment deliberately
If the amount exceeds the balance, investigate first. Use the explicit overpayment option only when the extra amount is intentional and approved through your organisation’s process.
05Save and verify
Choose Record payment. Review history and the recalculated balance. If confirmation is uncertain, use Close and check before retrying.
Check the result
The payment appears once, with the correct reference and status, and the balance reflects confirmed payments only.
If something does not look right
Duplicate references and overpayment checks are safeguards. Do not alter evidence or choose Paid merely to make a balance disappear.
Look up an error