Pay your suppliers

When you pay a supplier, record the payment on the bill it settles, or, when one transfer pays several bills, record it once for all of them. Verasol books it straight away: what you owe the supplier goes down, and so does the balance of the bank, card or cash account you paid from. The bill shows what is still due, and becomes Paid when nothing is left.

Pay a bill#

1. Open the bill from Invoices › Purchase Invoices (or Record Payment in the row's Actions menu).
2. Click Record Payment in the Payment Status box. A panel opens with the Balance Due.
3. Enter the Payment Date. It is on or after the bill date.
4. Enter the Amount. It can be less than the balance (a part payment), but not more.
5. Choose the Payment Mode: Bank Transfer, Card, Cash, Cheque or Other. For a cheque, also enter its number and date (see Pay by cheque).
6. Choose the Bank Account you paid from: a bank account, your company card or petty cash. Verasol preselects your primary bank account when it is in the bill's currency.
7. Add the Transaction Reference (the bank's reference helps with the bank reconciliation) and any Notes.
8. Click Record Payment at the bottom of the panel.

1 Payment Date, 2 Amount, 3 Payment Mode, 4 Bank Account, 5 Record Payment.

Verasol gives the payment a number (PAY-2026-0489, for example) and posts it. The bill becomes Partially paid, or Paid when the balance is settled.

1 Payments on this bill lists every payment that settles the bill, 2 with a link to the payment, 3 and Fully Paid when nothing is left.

You can only pay a bill that is approved: a draft is not in your books yet, so there is nothing to pay. A cancelled bill can't be paid either.

A bill in another currency#

A payment is in the bill's currency. The panel asks for the Exchange rate on the payment date; leave it empty to use the rate published for that day. The difference to the bill's own rate is booked as an exchange gain or loss.

What Verasol books#

When you pay a bill of AED 23,541.00 by bank transfer from your current account, Verasol posts this journal entry:

A card payment credits the card's account instead, and cash credits petty cash. Account codes depend on your chart of accounts.

Pay by cheque#

Choose Cheque as the Payment Mode, and enter the cheque number and the date written on the cheque.

• A cheque dated on the payment date is booked like a bank payment.
• A cheque dated later is a post-dated cheque. The supplier is paid on the payment date, but your bank is charged only when the cheque clears. Until then the amount waits in Post-dated Cheques Issued, and the cheque is kept under Banking › Post-dated cheques.

For example, the post-dated cheque PAY-2026-0480 of AED 30,318.75, dated 21 October 2026, was booked on the payment date as:

When the bank clears it, Verasol debits Post-dated Cheques Issued and credits the bank. See Post-dated cheques.

To print the cheque, open the payment and click Print cheque. Verasol prints it on your bank's cheque layout. See Cheque printing.

1 Print cheque, 2 Void Payment. Under Settles bill, the payment's page links to the bill it pays.

Pay several bills with one payment#

When one transfer or one cheque pays several bills of the same supplier, record it once:

1. Open Payments in the main menu and click New Payment.
2. Choose Payment Out and the Vendor. The supplier's open bills appear under Bills this payment settles, oldest first, with what is still Open on each.
3. Enter the Amount you paid. Verasol allocates it to the oldest bills first, each up to its open balance. Change the amounts under Allocate to pay other bills, or other parts of them; On account shows what is left.
4. Fill in the Payment Date, the Mode and the Bank Account, and click Create Payment. The payment is saved as a draft.
5. Open the draft from the list and click Post Payment.

1 Payment Out, 2 Vendor, 3 Amount, 4 the supplier's open bills and the amount allocated to each, 5 Create Payment.

Verasol books one entry: Accounts Payable is debited for each bill (and for the part on account), and the bank is credited once for the whole amount, so the bank statement's one line matches one line in Bank reconciliation. Each bill lists the payment under Payments on this bill. What is not allocated stays on account as an advance to the supplier and can be applied to a later bill. The bills must be in the payment's currency: for bills in another currency, use the full payment form (the link at the bottom of the panel) and choose the currency. For bills in a foreign currency, each bill is relieved at its own rate and the difference is booked as an exchange gain or loss.

Pay before the bill arrives#

A payment is dated on or after its bill. Money you pay before the supplier's bill exists is an advance (a payment on account):

1. Open Payments in the main menu and click New Payment.
2. In the panel, choose Payment Out and the Vendor.
3. Enter the Payment Date, the Amount (in AED), the Mode and the Bank Account, and click Create Payment. The payment is saved as a draft.
4. Open the draft from the list and click Post Payment. Verasol books it.

1 Payment Out, 2 Vendor, 3 Mode, 4 Bank Account, 5 Create Payment.

An advance in another currency is entered on the full payment form: the link at the bottom of the panel opens it. There you choose Payment to a vendor (money out) in Transaction, and Save and Post books it at once.

When the bill arrives and is approved, open it: under Advances to apply you see the supplier's payments on account, with what is left of each. Click Apply to settle the bill with one, instead of paying again. When the advance is larger than what is still due on the bill, Verasol applies what the bill needs and the rest stays on account. Verasol warns you on the bill when the supplier has such payments.

Undo a payment#

• Unapply next to a payment under Payments on this bill takes it off the bill. The payment stays in your books, on account for the supplier, and can be applied to another bill. A payment for several bills settles them as it was recorded: to change that, void it and record it again (only a part applied later from its credit has Unapply).
• Void Payment on the payment itself reverses its journal entry, and the bill is open again (every bill it paid, for a payment for several bills). See Payments.

Related#

• Purchase invoices (bills)
• Supplier debit notes
• Payments
• Post-dated cheques
• Cheque printing
• Bank reconciliation