How It Works
Workflow
- Select one or more unpaid or partially paid expenses
- Enter the payment amount for each expense
- Select which bank account the money was paid from
- Set the payment date (defaults to today)
- Submit to record the payment
The system creates a payment record (Expense Payment), a remittance linking the payment to each expense, and a system transaction on the Trade Creditors account. The expense state transitions to Partial Paid or Paid.
Validation Rules
- You cannot pay more than the outstanding balance on an expense
- You cannot make a payment against an expense that is already fully paid
- A bank account must be selected for every payment
Expense State Changes
When a payment is made, the linked expense automatically transitions:
| Scenario | New State |
|---|---|
| Partial amount paid | Partial Paid |
| Full amount paid (balance reaches zero) | Paid |
| Payment deleted and others remain | Partial Paid |
| Payment deleted and none remain | Returns to Finalised |
Payment Approval
Expenses can be marked as approved for payment by authorised users before paying them.
- Only Owners and Super Admins can approve expenses for payment
Who Can Make Payments
- Owners and Super Admins can make and approve payments
- Admins and Accountants can make payments but cannot approve them
- General Users, Contractors, and Clients cannot access payment features