Vendor Payments

The Vendor Payments section in AureusERP allows you to efficiently manage outgoing payments to vendors, settle bills, and maintain accurate records of vendor transactions. Below is the step-by-step guide to creating a Vendor Payment.

Payment Creation

Steps to Create a New Payment

1. Navigate to Invoices → Vendors → Payments as shown in the image below.

   

2. Fill in the fields according to the following section:

   Payment Form Fields

   • Payment Type: (Send / Receive)
     • Send: Record outgoing payments to vendors (e.g., bill settlements).
     • Receive: Record refunds or payment returns from vendors.
   • Vendor: Choose from the list of registered vendors.
   • Amount: Enter the total amount being sent or received.
   • Vendor Bank Account: Select the bank account associated with the vendor.
   • Payment Method: Choose how the payment is made (Bank, Cash, Cheque, etc.).
   • Date: The date of the transaction.
   • Memo: Add optional notes or internal references.

   

Payment Lifecycle & States

Once you click Create, the vendor payment record is saved and redirects to the View Payment page. The payment enters the Draft state.

Payment States

• Draft – The initial state when the payment is created.
• In Process – After clicking Confirm, the payment begins processing.
• Paid – Indicates the payment was successfully made and reconciled with a bill.
• Not Paid – Indicates payment failed or remains unpaid.
• Cancelled – Payment was intentionally cancelled before processing.
• Rejected – The payment failed system checks or was declined.

Available Actions (Post-Creation)

From the View Payment page, you can perform the following actions:

• Edit: Modify payment details (only available in the Draft state).

• Delete: Remove the payment before it is confirmed.

• Confirm: Move the payment to In Process and initiate payment settlement.

• Cancel: Cancel the payment at any point before completion.

  

Bill Settlement Logic

If a payment is linked to a vendor bill, AureusERP attempts to automatically reconcile it with open bills for the selected vendor.

• Full Payment: If the payment amount matches the bill total, the bill is marked as Paid.
• Partial Payment: If the payment is less than the total bill, the bill will be marked as Partially Paid. Additional payments can be added to complete the settlement.

Reconciliation is automatic based on vendor and open bill matching. Manual matching is also available if needed.

Example Flow

1. Create Vendor Payment

   • Type: Send
   • Amount: $2,500
   • Linked to: BILL/2025/05/207

2. Confirm Payment

   • State changes to In Process

3. Automatic Bill Matching

   • The system matches the payment to BILL/2025/05/207.

4. Settlement Complete

   • Bill is marked as Paid
   • Payment status updated to Paid

Summary

The Vendor Payments module in AureusERP provides a streamlined process for managing payments to vendors, ensuring accurate tracking and reconciliation with vendor bills. By following the outlined steps for creation, viewing, and confirmation, users can efficiently handle vendor payments while maintaining financial integrity within the system.