Supplier payments

A supplier payment (bill payment) settles, fully or partially, one or more supplier invoices in a single operation. When you confirm it, Mosce ERP generates the accounting entry and updates the balance of each invoice atomically.

Reading time: ~5 min

When to use this

Use Supplier payments every time you pay a supplier for one or several previously recorded invoices. A single payment can group different invoices (even from the same supplier with different dates), as long as they go against the same bank/cash account.

If you are going to record the payment against the bank statement, first create the payment here and then reconcile it from the bank reconciliation.

Before you start

• You need the vendor-bill:pay permission to create or void payments. vendor-bill:read to view them.
• There must be at least one supplier invoice in Posted or Partial status with a pending balance.
• There must be a bank or cash account (ASSET class) in the chart of accounts from which to pay.
• The fiscal period covering the payment date must be open.

Step by step

1. Go to Supplier payments from the side menu (supplier invoices section).

2. Click Pay invoices. A three-step wizard opens:

   Step 1 - Select invoices

   The list of invoices with a pending balance appears. Check the ones you want to pay. You can use Select all or Clear selection.

   Step 2 - Enter amounts

   For each selected invoice, enter the amount to apply. By default the full balance is suggested. You can pay partially - the system validates that the amount is greater than zero and does not exceed the pending balance of each invoice.

   Step 3 - Confirm payment

   Fill in the general payment data:

   • Payment date (required).
   • Payment method (required) - Cash, Card, Transfer, Check, Credit, Credit note or Other.
   • Payment account (required) - bank or cash from which the money leaves (ASSET class).
   • Reference (optional, e.g. CHK-0042).
   • Notes (optional).

   You will see the Total to pay calculated as the sum of the entered amounts.

3. Click Confirm payment.

Expected result

When you confirm, Mosce ERP runs a single transaction that:

• Creates the payment with sequential number BPAY-000001.
• Creates an allocation for each invoice, recording the applied amount.
• Generates the accounting entry: debits the account payable (AP) by the total and credits the bank/cash account by the total.
• Updates the balance (balance) and the amount paid (amountPaid) of each invoice.
• If an invoice is left with a zero balance, its status moves to Paid; if a balance remains, it moves to Partial.

The payment appears as Posted. To void it, open the detail and click Void payment: Mosce ERP reverses the entry, restores the invoice balances (reverting Paid or Partial to the previous status) and leaves the payment as Voided.

ISR withholding at payment. If your business withholds ISR on purchases and your accounting settings recognize it at payment (the default value), the ISR liability to the DGII is recorded at this moment - when paying the supplier - and the supplier receives the net. If it is configured at invoicing / receiving, the ISR was already recognized earlier and here only the net balance is settled. ITBIS withholding is always recognized when the purchase is received, not here. See Accounting settings and ITBIS and ISR withholding on purchases.

Common errors

• The amount exceeds the pending balance - the system blocks applying more than what the invoice owes. Reduce the amount or pay the difference with a separate payment.
• There are no pending invoices - all invoices are in Draft, Paid or Voided status. Create or post an invoice first from Supplier invoices.
• Invalid payment account - the selector only shows ASSET accounts. If your bank account does not appear, check it in the chart of accounts.
• There is no open fiscal period - open the period matching the payment date.

Related

• Supplier invoices - record the invoices to be paid.
• Bank reconciliation - match the payment with the bank statement.
• Chart of accounts - configure bank and AP accounts.
• Journal entries - review the generated entry.