How to Process Payment Through Vendor Payable Report

Prerequisites Checklist

1. Vendor Records: Vendors must be registered in the system. Study How to Create a Vendor for details.

   Watch Video Tutorial: How to Create a Vendor
   

2. Purchase Orders: Purchase orders must be created and approved. Study How to Create a Purchase Order for details.

   Watch Video Tutorial: How to Create a Purchase Order
   

3. Bills/Invoices: Vendor bills must be entered and matched to purchase orders.

4. Cash Box Setup: At least you are configured with one cash box with sufficient balance.

5. User Permissions: The user performing the transaction must have permission to process payments. Configure via System Administrator.

Step 1 — Navigate to Payable Aging Report

1. Click on Reports from the Menu options.

2. Scroll down to Aging Reports, then select Payable Aging Report to open the report page.

   

3. Alternatively, click the Search icon in the top-left corner, type Payable Aging Report into the search box, and select Payable Aging Report from the results.

Step 2 — Set the 'As Of' Date

1. Once the Payable Aging Report opens, locate the "As Of" date field at the top of the report.

   

3. Set the "As Of" date to the end of the month when the bill was created. For example, if the PO was generated in August, set the "As Of" date to 31/08/2026 or later.

Step 3 — Review the Payable Aging Report

1. After setting the correct "As Of" date, review the list of all vendors with outstanding balances.

   

2. Check the aging columns to identify which vendors have outstanding payments:

   • 0 - 30 DAYS: Current payables (not yet overdue) — bills created within the last 30 days

   • 31 - 60 DAYS: Payables that are 1-2 months overdue

   • 61 - 90 DAYS: Payables that are 2-3 months overdue

   • > 90 DAYS: Payables that are over 3 months overdue — HIGHEST PRIORITY

3. Use the Search bar to find a specific vendor by name, or scroll through the list.

Step 4 — Select the Vendor and Click the Correct Aging Column

1. Find the vendor you want to pay in the report.

2. ⚠️ VERY IMPORTANT — Click the Correct Aging Column:

   

3. Click on the aging column that contains the amount for that vendor it will appear like the image below then click make payment

   

Step 5 — Payment Dialog Appears

1. After clicking the correct aging category, a payment dialog will appear.

   If you operate multiple cash boxes: Select one from the dropdown list (e.g., Niafikra 001 or Niafikra 002)

   

2. If you operate only ONE cash box: The system will display the cash box automatically

   

3. Click on the Cash to choose different payment method where the payment will come from.

   

Step 6 — Review Payment Screen

1. After selecting the cash box, the payment screen will appear with complete details.

   

2. The payment screen displays:

   • Vendor Name: ABACUS PHARMA LIMITED

   • Date: 23/08/2026

   • Amount: 1,454,500 TZS

   • Cash balance: 1.00 TZS (the current balance in the selected cash box)

   • Payable: 1,454,500.00 TZS (total amount due)

3. If applicable, select withholding tax (WHT) options:

   • Rent WHT (10%): For rental payments — check this box if the payment is for rent

   • WHT (5%): For standard withholding tax — check this box if withholding tax applies

   

4. You can also add Notes to the payment for future reference.

Step 7A — Payment Fails: Insufficient Balance

1. 📌 If the cash box has insufficient balance:

   

2. Solution Options:

   • Select a different cash box with sufficient balance

   • Top up the cash box before processing payment

   • Use an alternative payment method

   

3. Close the error message to return to the payment screen and select a different cash box or different payment method.

Step 7B — Payment Success: Payment Voucher Generated

1. If the cash box has sufficient balance:

   Click the Pay button to complete the payment.

   

2. The system processes the payment and displays a confirmation message:

   📌 "Payment Voucher Processed Successfully"

3. After successful payment, you will see the following options:

   • Print: Click to print the payment voucher

   • Don't Print: Skip printing the voucher

   

Step 8 — Payment Voucher Generated

• After successful payment, a Payment Voucher is generated with a unique voucher number.

  

Troubleshooting

1. Vendor not showing in report — Error: Vendor missing from aging report. Cause: "As Of" date is before bill creation date. Solution: Set "As Of" date to the end of the month when the bill was created (e.g., if bill was in August, set to 31/08/2026).

2. Error when clicking column — Error: "There are no entries to process payment for 31 - 60 Days". Cause: Clicked on the wrong aging category (e.g., clicked 0-30 DAYS when the amount is in 31-60 DAYS). Solution: Click on the specific aging column where the amount appears.

3. Insufficient balance error — Error: "CashBox doesn't have enough balance to make payment". Cause: Selected cash box has insufficient funds. Solution: Select a different cash box, top up the cash box, or use an alternative payment method.

4. Cannot see Pay button — Pay button not visible in the payment dialog. Cause: User does not have payment processing permission. Solution: Contact system administrator to grant payment processing permission.

5. Payment voucher not generated — Voucher missing after successful payment. Cause: System error or network interruption. Solution: Check "Invoice Payments" report to verify if payment was recorded. If not, reprocess payment.

6. Amount mismatch — Payment amount does not match the bill amount. Cause: Partial payment or bill not fully matched to purchase order. Solution: Verify bill details in "Billing Documents → Invoices" before processing payment.