Manage vendor payables and track bill payment status

Track every rupee you owe to vendors and suppliers. View aging buckets, schedule payments, record advances, and keep your accounts payable current.

Payables are the amounts your business owes to vendors and suppliers — purchase bills that have been received but not yet fully paid, plus vendor-linked expenses that are outstanding. Aczen Bilz consolidates all of these into a single view, deducts any advance payments already made, and shows you your true net payable position at a glance.

How payables are calculated

Your total payable position is built from three sources:

• Purchase bills — bills entered in the Purchase Bills register that are not yet fully paid
• Vendor expenses — expenses linked to a vendor and recorded with a bank or cheque payment mode (i.e., not already settled in cash or UPI)
• Vendor advances — advance payments you have already made to a vendor, shown as a deduction

The formula is: Bills + Unpaid Expenses − Unadjusted Advances = Net Payable

The Payables dashboard

Go to Finance & Payments → Payables to see your full picture. The summary panel at the top shows four metrics:

Metric	What it means
Net Payable	Your total outstanding after deducting vendor advances
Overdue	Amount where the due date has already passed
Pending	Amount that is due but not yet past the due date
Advances	Unadjusted advance payments on hand

Below the summary, aging buckets break down overdue amounts into 0–30 days, 31–60 days, 61–90 days, and 90+ days.

Recording a payable (purchase bill)

A payable is created automatically when you record a purchase bill. Here is how to do that:

1. Go to Purchase Bills

   Navigate to Finance & Payments → Purchase Bills in the sidebar.

2. Create a new bill

   Click New Bill. Fill in the vendor name, bill number, bill date, and due date.

3. Add line items

   Add each item with description, quantity, rate, and GST rate. The subtotal, GST amount, and total are calculated automatically.

4. Set payment terms

   Choose standard payment terms (Net 30, Net 60, etc.) or set a specific due date. This date drives the aging calculation.

5. Save the bill

   Click Save. The bill appears immediately in the Payables module with a Pending status and the balance owing equal to the bill total.

When a purchase bill is saved, Aczen Bilz automatically posts a journal entry: Dr. Purchase/Expense Account, Cr. Accounts Payable. No manual journal entry is needed.

Paying a bill

1. Locate the bill

   Open Finance & Payments → Payables and find the vendor or bill you want to pay. Switch between Vendor view (grouped by supplier) and All Items (flat list sorted by due date) using the toggle in the top-right.

2. Click Pay

   Click the Pay button next to the bill. A payment dialog opens showing the bill total, amount already paid, and the balance due.

3. Enter the payment amount

   Type the amount you are paying. Use the 50% or Full shortcuts to quickly fill common values. You can pay the full balance or record a partial payment.

4. Record the payment

   Click Record Payment. The bill status updates immediately:

   • Full payment → Paid
   • Partial payment → Partially Paid, with the remaining balance still shown in the payables list

Recording a payment automatically posts a journal entry: Dr. Accounts Payable, Cr. Bank Account (or Cash Account).

Adjusting a vendor advance against a bill

If you have already given a vendor an advance, you can apply it against an outstanding bill instead of making a fresh payment.

1. Open the bill

   In Finance & Payments → Payables or Bill Payments, locate the unpaid bill.

2. Click Adjust

   Click the Adjust button. A dialog shows all unadjusted advances available for that vendor.

3. Select the advance and amount

   Choose the advance to apply and enter the amount to adjust. Aczen Bilz caps the value at whichever is lower — the advance balance or the bill balance due.

4. Confirm

   Click Adjust Advance. The journal entry posts as Dr. Accounts Payable, Cr. Vendor Advances. The advance balance and bill balance both reduce accordingly.

Vendor advances

A vendor advance is a payment made before goods or services are received. To record one:

1. Go to Finance & Payments → Vendor Advances
2. Click New Advance and select the vendor
3. Enter the amount, date, and payment mode

The advance shows as an unadjusted balance in the Payables dashboard until it is applied to a bill. This prevents the advance from inflating your payable figure.

Viewing aging reports

The aging breakdown is shown automatically on the Payables dashboard whenever you have overdue amounts. Buckets are:

0–30 days

Recently overdue — follow up promptly

31–60 days

Moderately overdue — vendor may be expecting contact

61–90 days

Significantly overdue — prioritize for payment

90+ days

Critically overdue — risk of supply disruption

Filtering and searching payables

Use the search bar to find a specific vendor, bill number, or expense number. Use the status dropdown to filter by All Payable, Overdue, Pending, or Partial.

Sort your payables by due date using the All Items flat view. This makes it easy to identify which bills need to be paid first when cash is tight.

Payment modes supported

When recording a bill payment you can choose from: Bank transfer, Cash, Cheque, UPI, Credit card, or Debit card. Enter a reference number (UTR, cheque number, etc.) to make reconciliation easier later.