## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/om/books/help/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Vendor Payments

## Payment Statuses of a Vendor Payment

Depending on whether you’ve [enabled approvals](/om/books/help/transaction-approval/configure-approvals.html#configure-approval) for payments or not, a vendor payment goes through the following statuses:

Payment Status

Description

Applicable When

**Draft**

The vendor payment is created but not yet processed.

Approvals is enabled or disabled

**Pending Approval**

The vendor payment is waiting for approval.

Approvals is enabled

**Approval Rejected**

The vendor payment is rejected for approval.

Approvals is enabled

**Approved**

The vendor payment is approved and can now be applied to bills.

Approvals is enabled

**Paid**

The vendor payment is recorded.

Approvals is enabled or disabled

**Void**

The vendor payment is marked as void and will not be processed.

Approvals is enabled or disabled

* * *

## View Payments Made

To view payments already recorded for your vendors:

*   Log in to your Zoho Books organisation.
*   Go to _Purchases_ on the left sidebar, and select **Payments Made**.
*   Choose a payment you want to view.

On the _Payment Details_ page, you can now view the payment information.

![View Payments Made](/books/help/images/payments-made/view-payments-made.png)

* * *

## Record a Vendor Payment

To record a vendor payment for a vendor:

*   Go to _Purchases_ on the left sidebar, and select **Payments Made**.
*   Click **\+ New** in the top right corner.

![New Vendor Payment](/books/help/images/payments-made/new-vendor-payment-made.png)

*   In the _Record Payment_ page, complete the following fields:
    *   **Vendor Name:** Choose the vendor for this vendor payment.
        
    *   **Branch:** If you’ve enabled [Branches](/om/books/help/branches/), choose the branch from the dropdown.
        
    *   **Location**: If you’ve enabled [Locations](/om/books/help/locations/Locations) choose the location from the dropdown.
        
    *   **Payment#:** If you’ve enabled auto-generation of payment numbers, this field will be filled in automatically. To enter it manually:
        
        *   Click the **Settings** icon on the right.
        
        ![Payment Preferences Settings Icon](/books/help/images/payments-made/configure-preferences-settings-icon.png)
        
        *   In the _Configure Payment Number Preferences_ popup, select **Add Payment Number** manually for this payment.
        
        ![Configure Payment Number Preferences Popup](/books/help/images/payments-made/configure-payment-number-preferences-popup.png)
        *   Enter a prefix and the payment number, and click **Save**.
    *   **Payment Made:** Enter the amount you’re paying. A popup will ask if you want to apply this amount to the bill. Click **Yes** to apply it, or **No** to record the extra as an excess payment.
        
    *   **Payment Date:** Choose the date for the payment.
        
    *   **Payment Mode:** Choose the payment mode. Click **\+ Configure Payment Mode** from the dropdown to add a new payment mode.
        
    *   **Paid Through:** Select the account you used to make the payment.
        
*   In the table below, you can view the unpaid bills. Under the _Payments_ column, enter the amount you want to pay. Click **Pay in Full** to pay the entire bill.

**Note:** Click **Clear Applied Amount** to remove the entered amounts under the **Payments** column for the displayed vendor bills.

*   **Notes:** Add internal notes if required (not visible to the vendor).
*   **Attachments:** Click **Upload File** to add supporting documents.
*   Click **Save** to save the payment as a draft, or **Save as Paid** to immediately mark it as paid.

The payment for the bill will now be recorded.

* * *

## Import Vendor Payments

**Scenario:** Zylker Inc is migrating from another accounting system and wants to import all the existing vendor payments in bulk. Using the **Import Payments** option, Zylker can import all the vendor payments into Zoho Books effortlessly instead of having to add them manually.

If you already have vendor payments stored locally or you’re migrating to Zoho Books from another accounting system, you can easily import them. Here’s how:

*   Go to _Purchases_ on the left sidebar, and select **Payments Made**.
*   Click the _More_ icon in the top right corner and select **Import Payments** from the dropdown.

![Import Payments Made](/books/help/images/payments-made/import-payments-made.png)

*   On the _Import Bill Payments_ page, click **Choose File** to select the file you want to import.

![Import Bill Payments Page](/books/help/images/payments-made/import-bill-payments-page.png)

**Notes:**

*   You can only import files in **CSV**, **TSV**, and **XLS** formats.
*   The file size must not exceed **10MB**.

**Pro Tip:** You can download the sample file to use as a reference for the required format. If needed, you can enter your data directly in the sample file before importing.

*   After you select the file, under the _Configure_ tab, complete the following fields:
    *   **Character Encoding:** The default is **UTF-8 (Unicode)**. Ensure you select the correct encoding based on your file.
    *   **File Delimiter:** The default is **Comma(,)**. Modify it if required based on the delimiter used in your import file.
    *   **Auto-generate Payment Numbers:** Payment numbers will be generated automatically.

**Insight:** If your file is in a different format, convert it to a supported format (**CSV**, **TSV**, or **XLSX**), using an online or offline converter.

*   Click **Next >**.
*   In the _Map Fields_ tab:
    *   **Default Data Formats:** The default _Decimal Format_ will be **1234567.89** and the default _Date Format_ is **Select** format at field level. Click **Edit** to customise it if needed.

![Default Data Formats](/books/help/images/payments-made/default-data-formats.png)

*   Map the fields based on your preference. Click **Save these selections for use during future imports** if you want to reuse the mapped fields for future imports.

![Future Import Option](/books/help/images/payments-made/future-import-option.png)

*   Click **Next >**.
*   In the _Preview_ page, review the fields you’ve mapped, and click **Import**.

The selected file containing the payments will now be imported into Zoho Books.

* * *

## Record an Excess Payment for Your Vendor

To record an excess payment for your vendor:

*   Go to _Purchases_ on the left sidebar, and select **Payments Made**.
*   Click **\+ New** in the top right corner.
*   In the _Record Payment_ page, enter the total amount (bill amount + excess amount) in the _Payment Made_ field. When prompted, click **Yes** to confirm it covers the total of the bills.
*   Click **Save as Draft** or **Save as Paid** depending on how you want to save the payment.
*   In the _Excess Payment_ popup that appears, click the **Edit** icon to choose where to record the excess payment.

![Record an Excess Payment](/books/help/images/payments-made/record-an-excess-payment-click-yes.png)

*   Click **Continue to Save**.

The excess payment will now be stored as vendor credits. You can use these credits later to pay future bills of the same vendor. Learn [how vendor credits work](/om/books/help/vendor-credits/).

* * *

## Record a Refund for a Vendor Payment

**Prerequisite:** You can record a refund only if there’s an unused extra amount recorded for that vendor.

If the vendor refunds part or all of a vendor payment, you can record it in Zoho Books. Here’s how:

*   Go to _Purchases_ on the left sidebar, and select **Payments Made**.
*   Choose the vendor payment for which you want to record a refund.
*   In the _Payment Details_ page, click the **More** icon at the top and choose **Refund** from the dropdown.

![Record a Refund for a Vendor Payment](/books/help/images/payments-made/record-a-refund-for-the-vendor.png)

*   On the _Refund_ page, verify the details. In the _To Account_ field, select the account where you want to record the refund.
*   Click **Save**.

The refund will now be recorded in Zoho Books.