Functions in Payments Made

Let us take a look at some of the functions that can be performed in the Payments Made module.

In this page…

Refund Payment

If you have recorded payment for a vendor, you can choose to refund that amount in full or in part. Here’s how:

Go to Purchases > Payments Made.
Select the payment that you have recorded.
Click More > Refund.

Enter the amount to refund and select the account which tracks the refund.
Click Save.

When you refund a part of the payment, the remaining amount will still be available to apply across the vendor’s outstanding bills.

To view the refunds that you have recorded:

Go to Purchases > Payments Made.
Select the payment for which you have recorded a refund.
Scroll down on the right side of the page.
From here, you can Edit or Delete the refund by hovering over it and selecting the desired action.

Record Vendor Advance

If you have given an advance amount to your vendor on which GST is applicable, then you can record this in Zoho Books.

To record advance payments from vendors:

Go to Purchases > Payments Made.
Click the + New button in the top right corner of the page.
Select the Vendor Advance tab on top of the page.
Fill in the required details.

Fields	Description
Vendor Name	Select the vendor for whom you’re recording an advance.
Source of Supply	Select the location where the supply takes place.
Description of Supply	Enter a description for the goods or services that you are going to supply.
Amount	Enter the total amount paid to your vendor.
Tax	Select the tax applicable on the supply.
Reverse Charge	Mark this box if reverse charge is applicable on the supply. If you do so, select the Tax applicable on the supply.
TDS	Select the reason and percentage of tax deducted at source (if any). You can edit the amount by clicking the Pencil icon next to the amount.
Payment Date	Select the date on which you paid your vendor.
Payment #	The payment number is auto-generated. If you want to configure this, click the Settings icon to the right of this field.
Payment Mode	Choose from the different payment modes or configure one of your own.
Paid Through	Choose the account from which you’re paying the vendor.
Deposit To	Choose the account which tracks the vendor advance.
Reference#	Enter a reference number for the payment.
Notes	Enter any notes about the vendor advance for your reference. This won’t be displayed to the vendor.

After entering all the details, click Save.

Apply Vendor Advance to Bills

After you have recorded a vendor’s advance, you can apply it to their bills. Here’s how:

Go to Purchases > Payments Made.
Select the vendor advance.
Click the Apply to Bills button on top of the page.

Enter the Amount to Credit and the TDS to credit for each bill.

Click Save.

Note: If you have enabled reverse charge for your vendor advance, then the reverse charge will be applicable on the vendor’s bills as well.

Edit or Delete Payments Applied to Bills

If you have applied the vendor advance on bills for any vendor, you can edit or delete these payments. Here’s how:

Go to Purchases > Payments Made.
Select the vendor advance that you have applied on your bills.
Scroll down to the Payment section and select the bill on which the payment is applied.

Click the Payments Made tab on top of the page.
Hover over the payment you’ve recorded.
From here, you can Edit or Delete the payment.

Refund Advance Payment

You can refund the advance that you’ve made to your vendors. Here’s how:

Go to Purchases > Payments Made.
Select the vendor advance to be refunded.
Click More > Refund.

Enter the amount to refund.

Insight: You can enter the amount to refund in full or in part. If you choose to do it in part, the remaining amount can be refunded later on too.

Click Save.

You can find the amount refunded at the bottom of the page. You can perform various actions such as download it as a PDF, Print, Edit or Delete it.

Next >
Manage Payments Made

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