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After you have received the purchased goods, you will need to pay the vendor.

The Payment tab keeps track of the payment due and payment status for a purchase order and is accessible by clicking the button from the bottom of a Purchase Order.

A green light is shown if the order is fully paid. Otherwise, a red light is shown if order is empty, and a yellow light is shown if the order is not yet fully paid.

Typically, Auto Invoice box at the bottom of the Payment tab will be checked and the invoice will be automatically created for you. For products the invoice will be based on the quantity received. For services, the invoice will be based on the quantity ordered using the same UoM, Vendor Product Code, price, discount and description as order. The invoice will be automatically updated based on the order or items received.

You may also choose to manually edit the invoice if for some reason you want to adjust it separately from the order. To do this, uncheck the Auto Invoice box at the bottom of the Payment tab.

The main Payment table has the following columns:

Item - This is the item name or item code for the product or service being ordered.

Description - This is a text description of the product or service being ordered. This field will be shown, only if Show Product Description is set in the Settings. This will default to the description from the product information, but can be changed here.

Vendor Product Code - The item name of item code that the vendor uses for the product or service being ordered. This will default to the Vendor Product Code set up in Vendor Information for this vendor and product, or will be blank.

Quantity - The quantity of the item for which the payment is being made. Quantities can be entered in any UoM. Unit Price is per UoM displayed. Changing the UoM updates the Unit Price (e.g. changing to a pack of 2 doubles the unit price). The default will be set to the quantity of the first line of the Order or Receive tabs matching this product, or if there is no quantity, then to a quantity of one.

Unit Price - This is the price per unit that the vendor charges you for this item. In order of priority, this will default to the Cost set up in Vendor Information for this vendor and product, then the Costing Method set up in Product information for this product, then the unit price you last purchased this item at and then zero.

Discount - A percentage discount given by the vendor on the price of this item. This can be entered manually or selected from the drop-down box. Discount can be entered as a percentage or as a dollar amount.

Tax - This may be hidden, depending on your company settings. The Product Tax Code for this item, determining if it is taxed in a special way, e.g. tax exempt. This defaults to the Product Tax Code in the product information for this product. More information on Product Tax.

Sub-total - The total cost of this item for the quantity given and after applying discounts, but before applying taxes or freight. This is calculated based on the Unit Price, Quantity and Discount, and cannot be modified.

How to add or remove rows from a table

Purchase Order Advanced WorkFlow

Payment Tab Footer

The payment tab footer has the following:

Payment Method - The method by which you pay this vendor.

Due Date - The date by which the vendor expects payment from you. When the order is marked Fully Received, this is calculated by default by taking the last receipt date and adding the number of days specified by the Payment Terms for this order. You can also set this date manually.

Date Paid - The date that you paid for this order.

Remarks - Any special remarks you have about the payment of this order. These will not be shared with your vendor.

Paid in Full - Use this button to quickly set Paid amount to match the total due. Click this to quickly set the balance to zero when you have paid the vendor the full amount for the order. This will also set the Date Paid field to the current date if it was not already set.

Paid - The amount that you have already paid the vendor.

Balance - The extra amount that you are expected to pay to the vendor.