The Vendor Payments (Payments Made) page in Tracksales lets you record payments made to vendors, split them across multiple bills or vendor opening balance, and print a receipt. This guide explains how to use it. You can also record a single payment from a bill’s details view using Record Payment; see Bill Management.

Where to find Vendor Payments

Open Payments Made (or Vendor Payments) from the main menu under Purchases. You’ll see a list of all payments made: date, reference, vendor, payment type, amount, and unused credits. Use the search box to find payments by vendor or reference. Use the Advanced Filter and Columns buttons to filter and choose which columns to show; your column choices are saved. You can select multiple payments with the checkboxes and use Delete selected to bulk delete (this reverses those payments and restores bill balances). Click a row to open its details in the panel on the right.

Creating a new payment

Click Create Payment. Then:

  • Vendor — Select the vendor you paid. Once you choose a vendor, the form loads that vendor’s unpaid bills and opening balance (if any).
  • Reference — Optional (e.g. cheque number, transfer reference). Can be left blank.
  • Payment mode — Choose the method (e.g. Cash, Cheque, Bank Transfer, M-Pesa).
  • Payment date — When the payment was made.
  • Amount paid — Total amount you paid to the vendor.
  • Comment — Optional notes.

In the Unpaid Bills section, you’ll see the vendor’s bills that have an outstanding balance. Enter the amount to apply from this payment to each bill. You can also apply part of the payment to the vendor’s Opening balance if they have one. The total applied (bills + opening balance) cannot exceed the amount paid. Any leftover amount stays as Unused credits on the payment and can be applied later by editing the payment.

Click Save & Close to create the payment. Bill balances and statuses (e.g. Due / Paid) are updated automatically. You’re returned to the list with the new payment’s details panel open.

Viewing payment details

When you click a payment in the list, the details panel shows:

  • Payment details — Vendor, date, type, amount, unused credits, and comment.
  • Applied to bills — A table of each bill this payment was applied to, with the amount per bill. You can open a bill from there.
  • Opening balance — If any of the payment was applied to the vendor’s opening balance, it’s shown here.

From the details panel you can:

  • Edit — Change vendor, reference, type, date, amount, or how the payment is applied to bills and opening balance.
  • Print — Print a payment receipt (print-friendly format).
  • Delete — Remove the payment. This reverses the payment and restores bill balances; use only when the payment was recorded in error.

Editing a payment

Open the payment and click Edit. You can change the vendor (which reloads bills and opening balance), reference, payment mode, date, amount, and comment. You can also change how much of the payment is applied to each bill and to opening balance. The total applied cannot exceed the payment amount. Save to update; bill balances and statuses are recalculated.

Unused credits

If the amount paid is greater than what you apply to bills and opening balance, the remainder is stored as Unused credits on that payment. You can later edit the payment and apply some or all of that credit to other bills for the same vendor. Unused credits are shown in the payment list and in the payment details.

Summary

  • Use Payments Made to create a payment for a vendor and allocate it to unpaid bills and/or vendor opening balance. Your column visibility and filters are saved.
  • Select multiple payments and use Delete selected to bulk reverse payments (bill balances are restored).
  • From a payment’s details you can edit, print a receipt, or delete the payment. Deleting reverses the payment and restores bill balances.

💡 Pro tip

You can also record a single payment from the bill itself: open the bill (status Due), click Record Payment, and enter the amount and details. That payment will appear both on the bill and in the Vendor Payments list. Use the Payments Made page when you make one payment that should be split across several bills or part to vendor opening balance.