Post vendor payments and allocate them to invoices

Where: posted/partially paid purchase invoice → Post payment for this vendor, or Purchase → Post payment.
Who: purchase.vendor-payment.create, viewing permission for the source invoice/payment and purchase.vendor-payment.allocate for allocation.

Posting a payment records it in Trade Manager. It does not transfer money through a bank. The current workflow has no bank-file export, settlement confirmation or payment-provider integration.

Creation and allocation are separate

1. Start from the invoice

Prefer Post payment for this vendor on the invoice. It pre-fills the vendor Partner, currencies, exchange rate and payment amount from the invoice, and carries the business-unit context. Check the amount and date rather than assuming full payment is intended.

In this context the vendor field is locked. The new payment is linked to the invoice for navigation/prefill purposes, but it is not allocated automatically.

For a standalone payment, Find vendor by supplier name or code / Find vendor is available when Supplier viewing is allowed. Otherwise the form shows Vendor Partner ID. Use the actual Partner ID, not Supplier ID. The standalone form does not expose a business-unit selector; if your configuration requires that context, start from the correct invoice.

2. Check payment fields

Field	Example	Meaning
Vendor Partner ID / Vendor	Partner ID 71 / Northstar	Trading relationship for this payment.
Payment date	12/11/2026	Date of the payment being recorded.
Transaction currency	GBP	Must match the invoice for the browser allocation workflow.
Base currency	GBP	Accounting base currency.
Exchange rate	1	Positive transaction-to-base multiplier.
Payment amount	370.00	Positive amount of this payment.
Reference number	BANK-BHS-221	Evidence/reference for your actual payment.
Notes	First Northstar delivery	Supporting context.

Select Post payment. Creation posts it immediately; there is no draft-payment review stage. Record the generated payment number and numeric ID. Check Allocated and Available amounts on the resulting detail.

There is no payment-edit, cancel, refund or reversal action on the current payment detail. Check carefully before posting, and investigate an uncertain response before repeating the payment.

3. Allocate to an invoice

1. In Allocate to an invoice, enter/check Purchase invoice ID.
2. Enter Allocation date and Allocation amount.
3. Select Load invoice.
4. Check the Allocation invoice: number, status, currency, amount due and Vendor Partner.
5. Select Allocate payment.
6. Review refreshed payment balances and invoice due amount.

The invoice must be Posted or Partially paid, belong to the same vendor, and have a compatible transaction currency for the browser workflow. Allocation cannot exceed either the payment's Available amount or the invoice's Amount due. Loading an invoice is a review step, not a balance reservation; check any refusal after another user changes a balance.

Example A: one full payment

Stage	Payment status / available	Invoice status / due
Before posting payment	No payment	Posted / 370.00
Post payment 370	Posted / 370.00	Posted / 370.00
Allocate 370	Allocated / 0.00	Paid / 0.00

Example B: two payments for one invoice

Farah records payment A of 200 and allocates all 200 to invoice 201. Invoice due becomes 170 and status Partially paid. Later she records payment B of 170 and allocates it to the same invoice. The invoice becomes Paid.

Use two separate payment records for two actual payments. Do not post one payment twice merely because the first is not allocated yet.

Example C: one payment across two invoices

The supplier has invoices 201 for 370 and 202 for 430. A payment for 800 can be allocated as:

Allocation	Amount	Payment available afterwards
Invoice 201	370	430
Invoice 202	430	0

Both invoices must satisfy vendor, currency, status and access checks. The payment becomes Partially allocated after the first and Allocated after the second.

The same payment cannot be allocated twice to the same invoice. If only part of payment A was allocated to invoice 201, the remaining part cannot be added to that same invoice with another allocation row. Plan each payment–invoice pair carefully; there is no allocation-edit/reversal action here.

Messages

Message	Recovery
Load the selected invoice before allocating	Select Load invoice after choosing the actual invoice ID.
Vendor payment and purchase invoice belong to different vendors	Check Partner IDs; do not substitute the Supplier ID.
Vendor payment can only be allocated to posted or partially paid invoices	Post the draft invoice first, or check whether it is already Paid.
Allocated amount cannot exceed unallocated payment amount	Reduce to Available or choose the correct payment.
Allocated amount cannot exceed purchase invoice amount due	Reload and inspect Amount due.
Vendor payment is already allocated to this purchase invoice	Inspect the existing allocation; do not duplicate it.
Check invoice status, vendor, currency, duplicate allocations and available balances	Review each condition in the loaded invoice and payment.