Illa Hardware owes Ciments du Littoral 1,200,000 FCFA for cement bought over the last month on 30-day credit. Two purchases fall due this week. Madame Illa does not want to remember which one falls due first, and she wants to know at any time what she still owes on each purchase. On a different day, she buys iron rods in cash from Fers & Métaux du Port and the importer gives her a small discount for paying at once. The same steps apply to any business that pays suppliers in cash, either at once or later.

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Pay a purchase bought in cash

For a purchase that is not on credit, Sènami takes the money from her register and records it with Pay a purchase. She names the register and the amount, and, if the importer allowed one, the discount received. Part of the invoice can be paid now and the rest later. The purchase shows whether it is unpaid, partly paid or paid.

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Pay a supplier on credit

For a credit purchase, Illa does not pay purchase by purchase. Sènami records one payment to the supplier with Pay a vendor. Exowpee applies it to the supplier’s unpaid credit purchases, the one due first before the others. If Illa wants to settle two particular purchases, Sènami names them, and the payment is applied only to those. Illa then looks at what was paid with List purchase payments and View a purchase payment. A payment that was recorded cannot be changed or cancelled with an action of this topic.

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Reduce a debt without paying

Ciments du Littoral agrees to take 20,000 FCFA off a purchase because some bags arrived late. Illa records this with Adjust supplier debt, with the amount and the reason. The date and the member are recorded by Exowpee. The amount owed goes down and no money leaves the register. She reads them with List debt adjustments and View a debt adjustment. If she entered the wrong amount, she can undo the last adjustment with Undo a debt adjustment. The amount owed goes back up. Only the latest adjustment of a purchase can be undone, so an older one stays until the newer ones are undone first. Goods sent back can also lower the debt, but only when the supplier issues a credit note. See Return goods to suppliers.

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The rules

  • What is still owed on a purchase is the invoice, plus the delivery fees owed to the supplier, minus payments, discounts received, debt adjustments and returns with a credit note. It never goes below 0: the excess is a credit with the supplier.
  • A purchase can be paid or adjusted only once its supplier invoice is recognized, which happens when the purchase becomes pending. See Create and approve purchases.
  • Pay a purchase is for purchases that are not on credit, with a pending, completed or closed status. A credit purchase is refused and is paid through the supplier payment.
  • Payments are in cash only, taken from a cash register of the company that has a cash account linked. Exowpee does not check that the register is open. Bank and mobile money payments are not available. The amount must be above 0, with no more decimals than the currency allows.
  • The payment plus the discount cannot exceed what is still owed. The payment date is set by Exowpee.
  • A supplier payment must be fully applied. If it is more than what is owed on the targeted purchases, it is refused and nothing is recorded. Purchases chosen by hand must be invoiced credit purchases of that supplier. Without a choice, the purchases are settled by due date (the purchase’s own), then by creation date.
  • A debt adjustment applies to a credit purchase with a pending, completed or closed status, and the amount must be above 0 and no more than what remains owed, nor more than the invoice minus earlier adjustments.
  • An undone debt adjustment disappears from the list and the view. The same status conditions apply.
  • None of these actions posts an accounting entry.
  • Paying a supplier needs vendors.retrieve in addition to vendor_credit_payments.create.

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All the actions of this topic

  • List debt adjustments: Shows the write-offs or reductions applied to what you owe a supplier on a purchase.
  • Adjust supplier debt: Reduces the amount owed on a credit purchase with a stated reason, for example a negotiated discount.
  • View a debt adjustment: Shows one reduction applied to a purchase debt.
  • Undo a debt adjustment: Cancels the most recent debt adjustment of a purchase so the amount owed goes back up. The adjustment disappears from the list.
  • List purchase payments: Shows the payments made to the supplier for a purchase.
  • Pay a purchase: Records a cash payment made to the supplier for a non-credit purchase, with an optional settlement discount, from a cash register.
  • View a purchase payment: Shows one payment made for a purchase.
  • Pay a vendor: Records a cash payment to a supplier from a cash register and applies it to the supplier’s unpaid credit purchases, soonest due date first or only to the purchases you pick.
From other topics, also used here:
  • Set vendor credit terms: Sets whether you can buy on credit from a supplier, the payment terms and the debt and order limits.