Track a supplier's payables
The Payables tab answers "where do we stand with this supplier?" in one place: every open invoice and landed cost, the payments you've made, credits and deposits you can still apply, and an exportable statement. Documents are recorded elsewhere — on purchase orders and landed cost workflows — this tab is the supplier-scoped view of all of them.
Before you begin
- The tab is gated by purchase-order access — without the purchase_orders.index permission it stays hidden.
- To see numbers here, the supplier needs activity: see Record a supplier invoice, Vendor credits, and Vendor deposits.
Open the Payables tab
- Go to Contacts → Suppliers and open the supplier.
- Click the Payables tab. It opens on Invoices & Bills, with sub-tabs for Payments, Credits, Deposits, and Statement.
Invoices & Bills — what's owed
The main grid lists the supplier's documents with quick filters — Awaiting Invoices, Open, Overdue, Due 7d, Paid, All — plus a Type filter. Columns cover the document number, type, supplier reference, the PO it belongs to, dates, Total / Paid / Applied / Outstanding, status, and the 3-way Match state, with page totals at the bottom.
- Click Pay on a row (or Record Payment, top right) to log a payment against it.
- Awaiting Invoices shows purchase orders you've received but the supplier hasn't invoiced yet — the same list the More → Request Invoices action chases.
Payments, Credits, and Deposits
- Payments — every payment recorded for this supplier (date, reference, type, allocations, total). Record Payment works from here too.
- Credits — the supplier's vendor credits with their allocated and available amounts; View all vendor credits jumps to the full list.
- Deposits — prepayments, with Paid / Applied / Available tiles and a New Deposit button. A supplier can auto-apply available deposits when landed costs are created.
Statement — the number to reconcile against
The Statement sub-tab shows Open items as of today — each outstanding document, Total open, Credits & deposits available, and the resulting Net payable — or switch to Activity for a running history. Click Export to download it for the supplier or your bookkeeper (also available from More → Export Statement).
Next steps
- Record a supplier invoice — where documents in this tab come from.
- Vendor credits and Vendor deposits — recording what this tab tracks.
- Create & edit a supplier — payment terms and deposit defaults that shape these numbers.
Video transcript
The Payables tab shows where you stand with a supplier. Open the supplier, then click Payables. Invoices and landed costs land here, filtered by status. Each row shows its purchase order, what's paid, and what's outstanding. Click Pay to record a payment. Payments, Credits, and Deposits each get their own view — what you've paid, and what you can still apply. The Statement shows open items and the net payable. Export it any time to reconcile with your supplier. Need an invoice the supplier hasn't sent? The More menu chases outstanding purchase orders for you.