Paying Money Out (Payments)
Rent, utilities, a cash withdrawal, a one-off expense — this screen is where you record money leaving the business. It is the mirror of Receivables: that screen records money coming in from customers, this one records money going out. Supplier bills are not recorded here — those are settled through Procurement so they stay matched to their purchase orders.
Steps
- Open Accountant → Payments and click Record payment.
- Pick how it was paid — Cash or Bank. If you keep more than one bank account, a Paid from box appears so you can pick which one the money left.
- Pick what it was Paid for — the expense (or other) account it belongs to. Expense accounts are listed first; search by name or code.
- Enter the Amount.
- Set Paid on (defaults to today). The date has to fall in an open month — if the month is closed, the error tells you which one.
- Add a Memo so future-you knows what this was, e.g. August office rent.
- Check the summary line — it reads back exactly what will happen — then click Record payment.
The payment is booked immediately: your Cash or Bank balance goes down, the expense account goes up, and the entry appears in the Journal and Ledger like any other. Clicking twice can't record it twice.
Reading the list
The cards along the top show how many payments you've made this month, the total paid, and how much of it left cash versus bank. Use the All | Cash | Bank pills to filter the list by where the money came from, and the search box to find a payment by its memo or account.
Each row shows the date, Paid from (which cash or bank account), Paid for (what it went to), the memo and the amount. Amounts show in your business currency from Settings → Organization.
Fixing a mistake
Payments can't be edited — that's what keeps your books trustworthy. Open the row's menu and choose Open in Journal, then reverse the entry there. The reversal puts the money back and both entries stay on record.
Tips
- Only people with the journal-posting permission see the Record payment button; everyone with accounting access can read the list.
- Paying a supplier's bill? Use Procurement instead, so the payment stays linked to the purchase it settles.
- Taking cash out of the till for the owner? That's a payment too — pick an equity or drawings account under Paid for.