Transfer money and settle supplier purchases

Use Transfers when money moves between workshop accounts. Use Payables when money settles a supplier's purchase. These actions have separate permissions from simply recording an expense.

Record a transfer

1. Open Finance → Transfers → Add transfer.
2. Choose Type: an account transfer, owner deposit or owner withdrawal as appropriate.
3. Select From account and To account as required by that type.
4. Enter the positive Amount, actual Date, reference and note.
5. Click Save and check both accounts in the ledger.

A transfer must use different source and destination accounts. Banking workshop cash is a transfer, not another sale. An owner deposit is different from a customer's advance payment.

Record a supplier payment

1. Open Finance → Payables.
2. Find the received purchase with a balance and select Record Payment.
3. Verify Supplier, Purchase and the balance due.
4. Enter Amount, Date, Method, Account, reference and notes.
5. Submit and confirm that the purchase balance decreases by the intended amount.

The purchase must belong to the selected supplier. Payments must be at least 0.01 and cannot exceed the balance due.

What happens next

A transfer records the corresponding account movements. A supplier payment settles part or all of the outstanding purchase. A pending or ordered purchase is not treated like a received purchase in the Payables list.

Correct a mistake

An authorised user can Void a transfer; both of its recorded sides are reversed. Supplier-payment reversal also requires separate reversal permission. Review the original record before using either action, and do not record a second outgoing payment as a correction.

Related articles

• Suppliers and purchase orders
• Payment accounts and ledger