Payments

Record money you paid against one or more bills.

What is this?

A Payment is a record of money you sent to a vendor, applied against one or more Purchase Bills.

When to use it

Log a Payment every time you pay a vendor — by check, ACH, card, or cash. This is what tells Octopos a bill has been settled.

Two ways to record a payment

Single bill — pay one bill in full or in part.
Batch payment — one payment to the vendor, split (allocated) across multiple bills.

Record a payment on a single bill

Open the Bill in Purchasing → Purchase Bills.
Click Record Payment.
Enter the amount, date, and method (check, ACH, card, cash).
Add a reference number (e.g., check #) if you have one.
Click Save.

Record a batch payment across multiple bills

Go to Purchasing → Payments and click New Payment.
Pick the vendor.
Enter the total amount, date, and method.
Select the bills to pay and enter how much of the payment goes to each (allocation).
Confirm the total allocated matches the payment amount, then Save.

How allocation works

Allocation is how one payment gets split across multiple bills. You choose how much of the payment is applied to each bill — they don't all have to be paid in full.

Example: a $5,000 payment can clear a $3,000 bill, partially pay a $4,000 bill ($2,000 applied), and leave the rest untouched.

Lifecycle

Each allocation reduces the outstanding balance on its bill. Once a bill's balance hits zero, its status moves to Paid. Bills with some balance left sit at Partially Paid.

Quick FAQ

Can I make a partial payment? Yes. Enter an amount smaller than the bill's balance — the bill becomes Partially Paid.
What if I overpay? The overpayment stays as a credit on the vendor's account. You can apply it to the next bill.
Can I void a payment? Yes. Open the Payment and click Void. The bills it was applied to will have their balances restored automatically.

Next step

Back to Purchasing overview

Review the four paths and pick a different starting point if needed.