Recording Payments

Recording payments is the process of documenting cash inflows or outflows in Kezi. This guide covers how to record a payment and link it to existing documents (Vendor Bills or Customer Invoices).

#Recording a Payment from a Bill/Invoice

The most common way to record a payment is directly from the document you are paying.

1. Navigate to Accounting > Vendor Bills (or Sales > Invoices).
2. Open the document you wish to pay.
3. Click the Register Payment button.
4. In the slide-over/modal:
   • Journal: Select the Bank or Cash journal.
   • Amount: The system pre-fills the balance due, but you can adjust it for partial payments.
   • Payment Date: Enter the date the payment was made.
   • Memo/Reference: Add any identifying information.
5. Click Create Payment.

The document status will update to Partially Paid or Paid.

#Recording a Standalone Payment

You can also record a payment independently and link it to documents later.

1. Navigate to Accounting > Payments.
2. Click New Payment.
3. Select the Payment Type (Receive Money or Send Money).
4. Select the Partner (Vendor or Customer).
5. Enter the Amount and Journal.
6. Click Confirm.

#Linking Standalone Payments to Bills

If you created a standalone payment, you must link it to the appropriate bill to clear the debt:

1. Open the Payment record.
2. Scroll to the Allocated Documents section.
3. Select the Bills or Invoices this payment should cover.
4. Specify the Amount Applied for each document.
5. Save the record.

#Confirming the Payment

New payments are created in Draft status. While in draft, they have no impact on the General Ledger.

1. Review the payment details.
2. Click Confirm.
3. The system generates a Journal Entry moving the balance from the Partner Account to the Outstanding Receipts/Payments account.

#Next Steps

• Understanding Reconciliation
• How to Reconcile Bank Statements