Pay a vendor bill

When you pay a vendor, record the payment against the bills it covers. WbizManager takes the amount off each bill's balance and posts it out of your bank or cash account. One payment can cover one bill or several bills from the same vendor. In WbizManager a vendor payment is called a bill settlement.

Steps

1. Open Purchases › Bills Settlement

   In the menu on the left, select Purchases, then Bills Settlement. The list shows every payment recorded so far. Select Make Payment.

   You can also start from a bill: in Purchases › Bills, open the actions menu (⋮) on a posted bill and select Make Payment. That bill is loaded for you.

   

   1. Bills Settlement in the Purchases menu.
   2. Make Payment starts a new payment.
   3. Settlements for payments in force, Reversed for payments that were undone.
2. Choose the vendor and fill in the payment

   

   1. Vendor Name: who you paid. Then select Apply to load their open bills.
   2. The payment: Payment Method (Cash, Cheque, BankTransfer or Custom, or Add New for your own), Payment Date (check it shows the day you paid: on some computers it starts a day early), Reference Number (optional, for example the transfer reference) and Amount Paid. Use Filter Bills by Date and Filter Bills by Currency to narrow a long list.
   3. Payment: how much goes to each bill. When you enter Amount Paid, it fills in for you, oldest bill first. Type over it to share the money another way.
   4. Rate: the exchange rate for this payment. Enter 1 for a bill in naira. For a bill in another currency, FX Gain/Loss shows the gain or loss a different rate makes. Apply rate to all rows sets one rate on every row.
   5. The remove button leaves a bill out of this payment.

   A Payment smaller than the Amount Due is a part payment. The bill stays open for the rest.

3. Choose the account the money came out of

   

   1. Payment Account: the bank or cash account you paid from. Required. You can type to search.
   2. Vendor Notes: an optional note.
   3. Add attachment: for example the transfer receipt.
   4. Total paid.
   5. Save.
4. Save

   Select Save. You'll see Bill settlement created successfully!, and you're taken back to the Bills Settlement list.

   Each bill you paid now shows the new balance. Fully paid bills show PAID in the bills list, and part-paid bills show PARTIALLY PAID.

   ⇄ See what a payment posts

Pay a bill as you record it

If you've already paid a bill when you enter it, turn on Payment Made at the bottom of the new bill, then select Generate Bill › Save and Send. The Record Payment window opens before the bill is posted.

The bill is posted first, then the payment. You'll see Bill created and sent successfully, then Payment recorded successfully.

Find and check a payment

• Type in Search by reference... to find a payment by its reference number.
• Select Filters to show one vendor, or payments between two dates.
• Select View on a row to see the payment as it was recorded. It opens read-only. You can't change a saved payment. To correct one, reverse it and record it again.

Export payments

Select Export, then Export as CSV or Export as XLSX. While it runs, the button reads Exporting…. You'll see Exported … settlements. when the file is ready.

• With no rows ticked, you get every payment in the tab you're on (Settlements or Reversed) that matches your search and Filters, across all pages, not just the page on screen.
• With rows ticked, you get only those rows.

The file has one row per bill paid: Reference Number, Payment Date, Created By, Vendor Name, Bill Number, Bill Date, Due Date, Total Price, Amount Paid, Balance Due, Payment Method and Payment Status.

If nothing matches, you'll see There are no settlements to export.

Reverse a payment

Reverse a payment that was recorded by mistake, for example against the wrong bill or at the wrong exchange rate.

1. In the Settlements tab, select Reverse on the payment's row.
2. In the Reverse this settlement? window, type a Reason (Optional).
3. Select Reverse.

You'll see Settlement reversed successfully. The bill can now be settled again. The original entries stay, and a reversing entry is posted against them. The amount goes back onto the bill, and the payment moves to the Reversed tab. You see Reverse only if your role can change payments.

Record many payments from a file

If your role allows it, Bulk Upload appears at the top of the list. Use it to record a batch of vendor payments from a spreadsheet: download the template, fill in one row per payment, check the file, then post it. Uploading the same file again never posts a row twice.

If something goes wrong

Message	What to do
No outstanding bills found for this vendor	The vendor has no posted bill with a balance due. Check the bill was posted, not saved as a draft.
This vendor has bills in different currencies. You can only settle bills in the same currency.	Use Filter Bills by Currency to show one currency, then record a payment for each currency.
Amount cannot exceed total amount due	Enter no more than the total of the Amount Due column.
Please select a payment account	Choose the account in Payment Account.
Please enter a valid amount paid	Enter an amount greater than zero in Amount Paid.
Please apply payment to at least one bill	Enter an amount in the Payment column of at least one bill.
Please enter a valid exchange rate for bill …	Enter a Rate greater than zero on that bill's row. For a bill in naira, enter 1.
Amount received (…) exceeds bill balance (…).	Someone else paid this bill meanwhile. Select Apply again and enter the new balance.
… no realized gain account is configured for currency …	Give the currency its realised gain and loss accounts in currencies.
Couldn't load every settlement for export. Try again.	Select Export again.
This settlement could not be loaded	Select Try again on the message.