How to Pay Purchase Invoices in Full or Partially and Link Vouchers to Invoices and Projects

How to Pay a Purchase Invoice (Full or Partial) in Qoyod

You can settle a purchase invoice in full or partially in Qoyod using two main methods. The choice of method depends on your workflow and the number of invoices you wish to settle.

First: Quick Overview Before You Start

• Supplier Voucher is what creates the accounting entry and confirms the actual amount paid to the supplier.

• Allocating the Voucher does not create a new entry, but rather:

  • Changes the invoice status.

  • Changes the voucher status (used / partially used).

• Without allocating a voucher, the invoice remains approved even if a voucher has been created.

Purchase Invoice Statuses

A purchase invoice may appear in one of the following statuses:

• Draft

• Pending Approval

• Approved

• Paid

• Partially Paid

• Overdue

The actual status change of the invoice is triggered by allocating a voucher to it
If no voucher is allocated → the status remains approved

Method One: Payment from Invoice List (Best for a Single Invoice)

Steps

1. Go to:
   Purchases → Purchase Invoices

2. Search for the invoice you want to pay

3. Click Pay for Invoice from the options shown next to the invoice

4. Choose one of two options:

Option (A): Create a New Voucher

• Specify:

  • Payment account (cash / bank).

  • Voucher date.

  • Voucher amount (full or partial).

  • Description (optional).

  • Project or location (optional, for reports only).

• Click Save.

Option (B): Use an Existing Voucher

• Select the existing voucher number.

• Enter the amount to allocate to the invoice.

• Click Save.

Result

• The voucher is allocated to the invoice.

• The invoice status changes to:

  • Paid (if fully settled).

  • Partially Paid (if partially settled).

Method Two: Payment from Supplier Vouchers (Best for Multiple Invoices)

Create a New Voucher and Then Allocate It

1. Go to:
   Purchases → Supplier Vouchers

2. Click + to add a new voucher.

3. Fill in:

   • Supplier.

   • Date.

   • Account.

   • Voucher amount.

4. Click Save.

5. After saving, click Pay for Voucher.

6. All unpaid invoices from this supplier will appear:

   • Select one or multiple invoices.

   • Enter the amount allocated to each invoice.

7. Save.

Use an Existing Voucher

• From the same Supplier Vouchers list:

  • Click Pay next to the voucher.

  • Allocate it to the required invoices.

Voucher Status After Allocation

• Unused: Not allocated to any invoice.

• Partially Used: Part of the amount has been allocated.

• Used: The entire amount has been allocated.

The voucher status appears in the Supplier Vouchers list under the Status column.

Accounting Impact (Important)

• The accounting entry is created automatically as soon as the supplier voucher is created.

• The entry reflects the actual amount paid (full or partial).

• Allocating the voucher does not create a new entry, but only changes the status.

• You can review the entry from:
  Reports → Journal Entries

Cancel Allocation or Delete Voucher

Cancel Voucher Allocation

• When you cancel the allocation:

  • The voucher status returns to unused.

  • The invoice status returns to approved.

Delete Supplier Voucher

• You can delete a voucher even if it is used.

• Upon deletion:

  • All allocations are automatically cancelled.

  • The statuses of related invoices change to approved.

Important Points to Note

• You can:

  • Allocate one voucher to multiple invoices from the same supplier.

  • Allocate multiple vouchers to the same invoice.

• There is no limit to the number of vouchers on an invoice.

• Linking the voucher to a project or location:

  • Optional.

  • Does not affect the accounting entry.

  • Used only for reports and filtering.

Required Permissions

To create or allocate supplier vouchers, the user must have permissions for:

• Create supplier vouchers.

• Approve supplier vouchers.

• (Optional) Edit vouchers.

From:
Settings → Users → Manage Roles → Supplier Voucher Permissions

When to Use Each Method?

• Use Payment from Within the Invoice if:

  • You want to quickly settle a single invoice.

• Use Supplier Vouchers if:

  • You have multiple invoices from the same supplier.

  • You want to distribute one amount across multiple invoices.