Vendor Payments Built

A Vendor Payment is a payment made to a Vendor, allocated against one or more of their outstanding Vendor Bills. It is the fifth and final piece of the Purchasing area of the console — the step that actually settles what AIR owes.

What a vendor payment is

A Vendor Bill establishes how much AIR owes a vendor. A Vendor Payment records money actually paid out, and is applied to specific bills via allocations so each bill's balance comes down. A single payment can cover several bills at once.

Where to find it & who can see it

Open Purchasing › Vendor Payments in the left navigation, after Vendor Bills.

Permissions

Listing and viewing a payment needs vendor_payment.view. Creating a payment, editing its allocations while it is a Draft, and cancelling it all need vendor_payment.create. The Confirm action needs vendor_payment.confirm. A super administrator always has all three.

Creating a payment

Select New vendor payment from the list.

Field	Type	Required	Notes
`vendor_id`	Select	Yes	Searchable dropdown over Vendors.
`company`	Select	Yes	Which AIR company entity the payment belongs to.
`payment_method`	Select	Yes	Cash, cheque, DD, NEFT, RTGS, IMPS, Razorpay, CCAvenue, COD, wallet or QR.
`amount`	Number	Yes	Minimum ₹0.01.
`payment_date`	Date	Yes	Defaults to today.
`reference`	Text	No	The cheque number, UTR or transaction number, as applicable to the payment method.
`notes`	Textarea	No	Free text, full width.

On save, the console assigns a payment_number automatically in the form VPAY-YYYY-##### (e.g. VPAY-2026-00001) and the payment starts life in the Draft state.

Allocations

Open the payment and switch to its Allocations tab to apply it against the vendor's bills.

Field	Type	Required	Notes
`vendor_bill_id`	Select	Yes	Searchable dropdown limited to this vendor's Posted bills that still have a balance greater than zero.
`amount`	Number	Yes	Minimum ₹0.01 — the amount of this payment to apply to the chosen bill.

One payment can be split across several bills by adding more than one allocation row. Each allocation is checked against two limits: it can't exceed that bill's own outstanding balance, and the running total of all the payment's allocations can't exceed the payment's amount. The Allocations tab shows each row's bill, bill total, bill balance and allocated amount. Allocations can only be added, edited or removed while the payment is a Draft.

Draft → Confirm

A payment must be fully allocated — its allocations summing exactly to the payment amount — before the Confirm row action is available. Confirming does two things:

For each allocation, the linked bill's Amount paid goes up by the allocated amount, which brings its Balance down by the same amount.
It posts an accounting journal entry — debiting Vendor Payables and crediting the bank/cash account for the payment amount — but only when an administrator has configured it in System Config, under the Accounting group:

Config key	Purpose
`purchase.create_journal_entry`	Boolean switch — must be on for confirming to attempt a journal entry at all.
`purchase.payables_account`	Debit account code for the vendor payable being settled.
`purchase.payment_credit_account`	Credit account code (bank/cash) the payment is paid from.

If the switch is off, or either account code is left blank, confirming still applies the payment to its bills as normal — it simply writes no journal entry. A payment can be Cancelled only while it is still a Draft.

Lifecycle

A vendor payment moves through a small state machine, shown as a coloured badge on the list and on the payment's own page:

State	Badge colour	Meaning
Draft	Gray	Being built — allocations are still editable; nothing has posted to the bills or the ledger yet.
Confirmed	Success (green)	Applied. Bills have been paid down, and — if configured — a balanced journal entry has been recorded.
Cancelled	Danger (red)	Abandoned while still a Draft — no financial effect.

Screenshot placeholderA Vendor Payment's view page — header section with payment number, state badge, vendor, company, payment method, payment date, reference and journal link; the Amounts section showing amount, allocated and unallocated; the Allocations tab showing bill, bill total, bill balance and allocated columns; and the Confirm / Cancel row actions on the list.

This completes Purchasing

Vendor Payments is the fifth and final phase of the Purchasing area. Together, Vendors, Purchase Orders, Goods Receipts (which add stock), Vendor Bills and Vendor Payments now cover the whole vendor-side purchasing cycle, from ordering through to settling what's owed.

See Vendor Bills for how the outstanding balance a payment allocates against is created, Vendors for the supplier master, Accounting — Journal & GST for how the journal entry posts, and System Configuration for the accounting keys that control it.