Pay or void a bill
Record a payment to a supplier against a posted bill, or cancel a bill entered by mistake.
Pay a bill
- Open the posted bill from Bills. The Totals card shows Paid and Balance Due.
- Click Record Payment. It appears only while a balance is due.
- In Record Payment Made, check the Amount. It starts as the full balance; enter less for a part payment.
- Set the Date, choose the Cash / Bank Account, and the Payment Mode (Cash, Bank Transfer, Cheque, Card or UPI).
- Optionally add a Reference Number and Notes, then click Record Payment.
Legasum credits the cash or bank account and debits Accounts Payable for the supplier. The bill's Paid and Balance Due update.
Rules are the same as for invoice payments: only posted bills can be paid ("Only posted bills can receive payments."), you cannot pay more than the balance ("Allocation of X exceeds the remaining balance of Y on this document."), the amount must be above zero, and a cash or bank account is required. The payment also appears in Payments. If your company requires approval for payments, the request waits on the Approvals page and nothing is recorded until it is approved.
Void a bill
Voiding cancels a posted bill and reverses its accounting entry, as if it had not been posted. It also takes the received stock back out for tracked items.
- Open the posted bill and click Void.
- Confirm "Void this bill? This reverses its accounting and stock effects."
The status changes to Void and the bill stays in the list.
A void can be refused:
| Message | What to do |
|---|---|
| "This bill has payments of X recorded against it. Void those payments first, then void the bill." | Void the payments in Payments. |
| "This bill has N debit note(s) against it. Void or delete it/them first, then void the bill." | Void or delete the debit notes first. |
| "The accounting period covering YYYY-MM-DD is locked. Cannot post to it." | Unlock the period in Financial Years & Periods, if appropriate. |
Good to know
- Voiding needs permission to delete in Purchases. If your company requires approval for voids, you see "This void requires approval - a request has been submitted. It stays posted until it's approved."
- If you only need to return part of a bill, use a debit note instead.
- A draft bill is not voided; it is deleted.