Purchase
Record a supplier payment against a bill
Pay an approved purchase bill in full or in part, see the outstanding balance update, and follow what the payment does to the bill status.
Updated 12 September 2026
Record a payment to clear a payable, which is an amount you owe a supplier. The rules here are strict, because a payment changes your financial position.
When a bill can be paid
A purchase bill can be paid when all three are true:
- The bill is in Approved status.
- The bill is not void.
- The bill has an outstanding payable amount.
Bills in Draft or Pending cannot accept a payment. If the payment action is missing, check the status first.
Record the payment
- Go to Purchase, then Purchase Bill.
- Open the bill from the listing.
- Check that the bill is in Approved status.
- Click the payment action on the bill details page. The purchase bill payment page opens with the supplier details, the bill reference number, the total payable amount, the outstanding balance and the payment input section already filled in.
- Enter the amount you are paying.
- Submit the payment.
Full and part payments
A full payment clears the entire bill amount. The bill status becomes Completed and no balance remains.
A part payment pays some of the bill. The bill status becomes Partially Paid and the remaining balance stays open. You can record more payments against the same bill later. Use part payments when you pay a supplier in instalments. The bill stays as one record, so you do not need to split it.
What happens when you submit
Kuver Books:
- checks the bill status and the remaining amount
- records the payment against the bill
- creates a transaction entry in the logs
- updates the supplier’s payable balance
- updates the bill status.
You can then see the payment history on the bill details page. The payment is also added to the supplier’s transaction history, which you can read on the supplier profile under Purchase, then Suppliers.
The rules
- Payments can only be made on approved bills.
- A payment cannot be more than the remaining bill amount.
- All payment actions are logged for audit.
- Bill totals and balances are recalculated automatically.
- Payment records are permanently linked to the purchase bill.
Where it shows up afterwards
The payment reduces the balance on Finance, then Accounts payable. It appears as cash out on the cash flow report. It is also listed on Purchase, then Supplier Payment. The payment methods you can use are the ones set up under Configuration, then Tax and terms configuration.