Paying factories
Group purchase orders into a payment, record deposits and balances with their real exchange rates, and close the payment to mark POs paid.
The Payments page (under Reports) is where you record money going out to your factories. It is separate from customer invoicing. A payment (also called a payment run) groups POs into one bank transfer that can cover several factory invoices.
You need the Financials permission to see this page. Owners see everything.
#How a payment works
- The payment's total is what you owe for the POs on it.
- The transfers that actually left your bank (for example a deposit and later a balance) are recorded inside it, each with its own exchange rate and bank fees, because a deposit in March and a balance in June rarely share a rate.
- Closing the payment marks every PO on it Paid.
Good to know
Recording a payment never moves goods. Paid in full only matters at the end, where it turns a Delivered PO into Closed. A PO with nothing to ship closes on payment alone.
#The Payments page
Tiles: Ready to pay (NZD), Open payments (NZD), Outstanding on open (NZD), Paid (NZD) and Awaiting approval. If the ready-to-pay tile says "with no FX rate", some POs are left out of the figure because there is no rate to convert them.
| Tab | Shows |
|---|---|
| Ready to pay | Submitted POs with something unpaid. A PO already on an open payment shows "on payment #…" and cannot be ticked. |
| Payments | Every payment, Open or Closed, with progress (Nothing paid, an amount of the total, or Paid in full) and flags for Factory request, Awaiting approval and Declined. |
| Awaiting approval | Factory payment requests waiting for a decision. Only appears when something is waiting. |
#Step by step: pay several POs as one payment
- Go to Ready to pay.
- Tick the POs.
- Optionally enter a method, reference and notes.
- Press Make payment (n) and confirm. If the POs are in different currencies, you are warned that it records an NZD total only.
The payment starts Open.
#Step by step: record a deposit and balance
- Open the payment. It opens full-screen with tabs Payment and POs on this payment.
- The Invoice card shows Total asked, Recorded as paid, Outstanding and Landed (NZD).
- Under Payments made, add one row per transfer:
- Label (for example Deposit),
- Amount,
- FX (1 NZD = X foreign),
- Fees NZD,
- Paid on,
- Reference.
- Press Add.
The rate you record replaces the estimate in Financials, so your margins reflect what you actually paid.
#Step by step: close the payment
- Press Close payment. It "marks every included PO as Paid".
- POs become Paid. Any that have also arrived become Closed.
Closing is refused while the recorded transfers do not add up to the total.
#Fixing mistakes
- Add a PO (on the POs tab) — it must be unpaid, in the same currency, and the payment must be Open.
- × removes a PO, while Open.
- Reference & notes → Save. These freeze once closed.
- Reopen payment — each PO goes back to whatever has genuinely been recorded against it.
- Delete payment — Open payments only. The POs return to Ready to pay.
POs cannot be added to or removed from a factory's own payment request, because it must match their invoice.
#Recording a payment on one PO
- Open the PO and find the Payments card.
- Press Record payment.
- Enter Amount, Payment Method, Reference and Notes.
- Press Record Payment. Record Payment & Close is only available for the full balance.
The PO's payment status becomes Unpaid, Partial or Paid. Each payment row can be edited or deleted.
#Common questions
A PO is not on Ready to pay. It is a Draft, fully paid, deleted, or already on an open payment.
I cannot close a payment. It is awaiting approval, it was declined, or the transfers do not add up.
I cannot add a PO. It must be unpaid, in the same currency, and not on another open payment.
I closed a payment by mistake. Press Reopen payment. To delete a closed one, reopen it first.
I cannot see Payments. You need the Financials permission. An owner sets it in Team & Access.