Record payments and supplier deposits

This article covers the money side of purchasing: recording a payment against a supplier bill, recording a supplier deposit (a prepayment made before a bill exists), and allocating a deposit to a bill. Creating and authorizing the bill itself is covered in Create and manage supplier bills; this article picks up once the bill is authorized and you need to move money against it.

Payments and allocated deposits reduce a bill’s Amount Due. When the amount due reaches zero the bill is fully paid. All of these actions happen inside the purchase order workspace, either on the bill screen or from the order toolbar.

When you can add a payment

A payment can only be added to a bill that is Authorized and still has an outstanding balance. The Payments button on the bill toolbar is hidden until the bill total is greater than the amount already paid, so a draft bill or a fully paid bill offers no payment action.

If you try to add a payment when nothing is due, Qoblex stops and shows This bill is fully paid. Qoblex also treats a tiny remaining balance as fully paid: if the calculated amount due is 0.03 or less, the Add Payment action is blocked with the same message. This avoids rounding-cent remainders keeping a bill open.

To change bill line items again, the bill must first be un-authorized (the Edit action on the bill toolbar). Un-authorizing is a billing action, not a payment action. See Create and manage supplier bills.

Add a payment to a bill

1. Open the purchase order, then open the bill from the workspace.
2. On the bill toolbar, open the Payments menu.
3. Under the PAYMENTS heading, select Add Payment.
4. In the Add / Edit Payment dialog, review the pre-filled amount and fill in the payment details (see the field list below).
5. Select Save & close.

The Add / Edit Payment dialog has these fields:

• Payment date – defaults to today; pick the date the payment was made.
• Paid amount – defaults to the full outstanding amount due on the bill. Reduce it for a partial payment.
• Reference – a free-text payment reference (for example a bank transaction or cheque number).
• Gateway – a free-text payment method or gateway.

After you save, Qoblex reloads the purchase order and recalculates the bill’s Paid Amount and Amount Due. Review those totals before leaving the page.

Edit or delete a payment

Each recorded payment appears on the bill summary as a Paid Amount row. The amount is a dotted underlined link.

1. On the bill, select the Paid Amount link for the payment you want to change.
2. The Add / Edit Payment dialog opens with the existing details.
3. Change any field and select Save & close, or select Delete to remove the payment.

Editing or deleting a payment reloads the purchase order and re-calculates the bill’s paid amount and amount due. Any validation message returned by Qoblex is shown in the message area at the top of the bill.

If the Paid Amount row you click is an allocated supplier deposit rather than a normal payment, the Add / Edit Supplier Deposit dialog opens instead. Deposits are edited through that dialog, not the payment dialog.

What a supplier deposit is

A supplier deposit is a prepayment recorded against the purchase order before, or independently of, a specific bill. Use it when:

• a supplier requires payment up front before shipping goods, or
• you pay a percentage of the order value as a deposit, or
• you need to track a prepayment separately until the matching bill exists.

A deposit is created on the order and starts life unallocated. It only reduces a bill’s amount due once you allocate it to that bill (see below).

Record a supplier deposit

1. Open the purchase order.
2. On the order toolbar, open the Bills menu.
3. Under the DEPOSITS heading, select Add Deposit.
4. Qoblex creates the deposit and opens the Add / Edit Supplier Deposit dialog.
5. Fill in the deposit details (see the field list below) and select Save & close.

The Add / Edit Supplier Deposit dialog has these fields:

• Reference – required. The dialog will not save without a reference.
• Payment date – the date the deposit was paid.
• Deposit type – Amount or Percentage.
• Deposit % – shown when the type is Percentage. Qoblex calculates the paid amount as this percentage of the order total.
• Paid amount – shown when the type is Amount. Enter the deposit value directly.
• Bank Account – shown only when a Xero accounting integration is connected; choose the Xero account the deposit posts to.
• Gateway – a free-text payment method or gateway.

Reference is mandatory on a supplier deposit. If you save with an empty reference, Qoblex shows Reference is required. and keeps the dialog open.

To edit or delete a deposit later, open it again from the order and reopen the dialog. The Delete button appears only while the deposit is still safe to remove: it must not be allocated to a bill and must not have already synced to your accounting integration. A synced or allocated deposit has no delete button; de-allocate it first (below) and resolve the accounting side before it can be removed.

Allocate a deposit to a bill

Allocating applies an unallocated deposit to a specific bill, reducing that bill’s amount due.

1. Open the bill you want the deposit applied to.
2. On the bill toolbar, open the Payments menu.
3. Under the DEPOSITS heading, select Allocate followed by the deposit number.
4. Qoblex saves the current bill, links the deposit, and reloads the purchase order.

Only deposits that are not already allocated to another bill appear in this list, so each deposit can be applied to one bill at a time. The DEPOSITS heading and its entries are hidden when there is no unallocated deposit available. After allocation, the deposit shows on the bill as a Paid Amount row and the Amount Due drops accordingly.

If the deposit you expect is not listed, check whether it has already been allocated to another bill or whether it was recorded on a different purchase order.

Remove a deposit allocation

An allocated deposit appears as a Paid Amount row on the bill with a broken-chain icon beside it.

1. On the bill, select the broken-chain icon next to the allocated deposit’s Paid Amount row.
2. Qoblex asks Are you sure you want to remove this payment allocation?
3. Select Yes, proceed.

Qoblex removes the allocation and reloads the purchase order. The bill’s amount due increases again, and the deposit returns to the unallocated pool so it can be allocated to the correct bill. Removing an allocation does not delete the deposit itself.

How payments and deposits affect the bill and supplier balance

• Each recorded payment and each allocated deposit adds to the bill’s Paid Amount and lowers its Amount Due.
• The bill is treated as fully paid once the amount due reaches zero (or a rounding remainder of 0.03 or less), at which point the Payments action is no longer offered.
• An unallocated deposit does not change any bill’s amount due; it sits on the order until you allocate it.
• When an accounting integration is connected, these payment and deposit records are what Qoblex uses when supplier-side payments sync. A deposit that has already synced can no longer be edited or deleted directly.