How to Submit and Process Payment Request Through Payable Report

Step 1 — Open Configure

1. From the top menu, click the Configure (gear) icon, then go to Advanced.

2. Under the Finance column, click Procurement.

   

3. Alternative: Click the Search icon, type Procurement, and select Procurement (Configure → Advanced → Finance) from the results.

   

Step 2 — Enable 'Require Payment Request Before Payment'

1. On the Procurement configuration page, scroll down to the Payments section.

2. Tick the checkbox for "Require payment request before payment."

   

3. Once this is ticked, the system will require a payment request (instead of a direct payment) before any PO can be paid.

Step 1 — Navigate to Purchase Orders

1. Open the Main Menu from the sidebar.

   

2. Scroll down to Purchase, then select Purchase Order to open the Purchase Orders page.

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

Step 2 — Locate the PO with 'Not Paid' Status

1. In the Purchase Orders list, examine the Payment Status column.

   

2. Look for the PO with Payment Status = "Not Paid or Not Billed"

3. Example: PO Number AA-AA-02-13 for KAIRUKI PHARMACEUTICALS INDUSTRY LIMITED with amount 836,000.00 TZS and Payment Status = "Not Paid".

Step 3 — Open the Purchase Order

1. Open the PO you want to request payment for.

2. If the PO has no bill recorded yet, clicking the Payment Requests

   

   And then clicking New payment request will show "There is no bill for this purchase order. Please create and submit a bill first."

   

3. Solution: You cannot request payment for a PO with no bill. Study how to record a bill for a PO to record and submit a bill for that PO first. Once the bill is recorded successfully, the PO will show a Bill Amount and Due Amount, and you can proceed.

   

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. A screen will appear showing the bill details for that vendor.

   

Step 5 — Payment Request Form Appears

1. After clicking the correct Aging category the Payment Request form opens, showing the bill(s) tied to the PO with the Bill Date, Bill Number, PO Number, Amount Due, and Amount to Pay.

   

2. Fill in the following fields:

   • Due Date: The date by which the payment should be made

   • Invoice Number: The vendor's invoice reference

   • Description: Optional notes about the payment (not mandatory)

   • Attachments: Optional supporting documents for reference (not mandatory)

3. Click Submit Payment Request at the bottom of the form.

Step 7 — Confirm the Request Was Submitted

1. Once a Payment Request Approval Strategy is properly configured, click Submit Payment Request. Submitting the form will succeed and the system will confirm the request was created.

   

2. The new request now has a STATUS of "Pending." This means it must be approved before it can be paid.

   

3. Study approval management to learn more about setting up approvals.

Step 8 — Review and Approve the Request

1. The person responsible for approvals opens the Approval Requests document, which displays the vendor, request number, bill details, and amount, stamped "WAITING."

   

2. The approver can choose Approve, Decline, Cancel, view History, Print, or Delegate the request to someone else.

   Study approval management to learn more about setting up approvals.

3. After the request is approved, its status changes from "Pending" to "Approved."

   

Step 9 — Navigate to All Payment Requests

• The person responsible for processing payments navigates to Reports → Finance → Purchase Documents → All Payment Requests.

  

Step 10 — Locate the Approved Request

1. The All Payment Requests report lists every payment request in the system, with filters for All, Pending, Approved, Rejected, and Paid.

   

2. Search by vendor name to find the request you need to pay, or click the Approved filter to narrow the list.

3. Only requests with STATUS = "Approved" show the money/payment icon. Requests that are Pending, Rejected, or not yet approved will not show this icon, and cannot be paid.

Step 11 — Pay the Request

1. Click the PO you need to process payment to open the payment screen.

2. Confirm the Date, Amount, selected payment method, and Cash balance shown, and check that the cash box has enough balance to cover the Payable amount.

   

3. Click Pay Request to process the payment.

Step 12 — Confirm Payment and View Voucher

1. The system displays a confirmation message: "Payment Voucher Processed Successfully."

   

2. Choose Print to print the payment voucher, or Don't Print to skip printing.

3. The request's status in the All Payment Requests list changes from "Approved" to "Paid."

4. You can view and print the completed voucher at any time, showing the APPROVED stamp and full approval history.

   

Payment Request Processing Through Payable Report at a Glance

1. Enable "Require payment request before payment" (Configure → Advanced → Finance → Procurement).

2. Navigate to Reports → Aging Reports → Payable Aging Report.

3. Set the "As Of" date to the end of the month when the bill was created.

4. Locate the vendor you want to pay in the report.

5. Click on the aging column where the amount appears for that vendor.

6. Click Make Payment to open the Payment Request form.

7. Fill in Due Date, Invoice Number, and optional Description/Attachments.

8. Click Submit Payment Request.

9. Confirm status is "Pending."

10. Ask the approver to review and click Approve.

11. Confirm status is "Approved."

12. Go to Reports → Finance → Purchase Documents → All Payment Requests.

13. Find the approved request and click the Make Payment icon.

14. Confirm balance, then click Pay Request.

15. Confirm "Payment Voucher Processed Successfully," choose Print or Don't Print.

16. Verify status changed to "Paid" and view the approved voucher.

17. Verify vendor is removed from the Payable Aging Report (if fully paid).