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Outgoing payments capture disbursements to suppliers — ACH, check, card, wire, and manual methods — and apply them to open bills. Unapplied amounts stay on the supplier account until you allocate them.

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Prerequisites

Before recording payments:
  • Posted open bills exist to apply against. See Bills and adjustments.
  • System accounts includes a bank or clearing account for payment posting.
  • Supplier records are Active — On hold suppliers should not receive new payments. See Suppliers.
  • Optional: Connect bank accounts so treasury can reconcile outflows to recorded payments.

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Payment list anatomy

The Outgoing Payments list surfaces what needs attention first: Stat tiles at the top summarize payment count and volume for the current period. Failed and pending payments sort to the top.

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Record a payment

1

Open Outgoing Payments

  1. In the sidebar, open Accounts Payable.
  2. Click Outgoing Payments.
2

Start a new payment

Click Record payment.adorabl opens a new payment record with header fields and an application grid.
3

Enter header details

Type, supplier, payment date, method, cash account, and a positive amount are required before adorabl saves a draft or posts. Drafts display as Draft payment; the payment number is assigned when you post. | Status | Draft while unposted; Open once posted with unapplied balance; Applied or Closed when fully allocated to bills; Failed on gateway errors | | Amount | Total payment |After you select a supplier, adorabl loads open bills with balances due.
4

Apply to bills

On the application grid:
  1. Select bills and enter the amount to apply on each row.
  2. Amount auto-fills from selected rows unless you override the header total.
  3. Confirm Applied + Unapplied = Amount.
5

Post the payment

Click Save & post.adorabl:
  • Creates the cash disbursement journal entry
  • Reduces bill balances and updates bill status
  • Links the payment to bills in the relationship map
Posted payments with journal entries become read-only — reverse rather than delete.If the supplier has an email on their default address and Email sending is verified, adorabl emails a remittance advice to the supplier automatically on post.

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Payment statuses

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Void a payment

Voiding reverses the payment’s journal entry, restores the balance due on any bills it was applied to, and stamps the payment with the Voided status. Use void to correct a posted payment — never delete one.
1

Open the payment

From Outgoing Payments, open the payment you need to void.
2

Choose Void

Click Void. adorabl opens a confirmation dialog explaining the reversal and asking you to choose the posting date.
3

Pick the reversal posting date

Select one of the following options:
4

Confirm

Click Void payment. adorabl:
  • Posts a reversing journal entry on the selected date
  • Restores the balance due on every bill the payment was applied to (including bills that were closed)
  • Sets the payment status to Voided and stores the reversal journal entry code on the record
The Relationship map and Source journal entries panel on the payment both link to the reversal entry so you can trace the offset.
You cannot void a payment that has already been voided. Once Voided, the payment and its allocation grid are read-only.
Electronic payout batches through adorabl are not yet available for all organizations. Record payments manually with method ACH or Manual until Payables setup shows electronic payouts as configured.

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Copy a payment

Use Copy payment in the header to start a new draft from an existing outgoing payment. The copy is dated today and keeps the supplier, method, cash account, amount, and reference. It starts unapplied — posting state, bill applications, and reversal links are not copied — so allocate it in Transactions to Apply before you post.

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Discard a draft payment

If you started a payment in error, delete it before posting to keep the payments list clean.
Delete is only available while the payment is in Draft. Posted payments must be undone with a reversal — deleting them would break audit history and GL balances.

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Record payment from a bill

For a one-off payment against a single bill, use the Payments panel on the bill detail screen instead of the full outgoing payment record:
  1. Open the bill from Bills & Adjustments.
  2. Scroll to the Payments panel below the line grid.
  3. Enter Amount, Date, Payment Method, and Cash Account, then click Record payment.
adorabl pre-fills the supplier, creates the outgoing payment, and applies it to the bill in one step. The Cash Account dropdown lists only the accounts linked to the selected payment method — pick the payment method first. See Bills & adjustments for the full inline payment walkthrough.

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Example: Trail Ridge Outfitters

Trail Ridge pays Apex Supply Co. $5,420.00 for bill BILL-8842: Result: BILL-8842 → Paid; Apex open balance $0. Their weekly rhythm batches three suppliers on Thursday per the payment run schedule on Payables setup: One ACH to Apex is recorded as Pending until the bank confirms — status updates to Succeeded when treasury marks it cleared.

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Relationship map and journal entries

On a posted payment, open the Relationship map to see linked bills, supplier, and journal entries. The Source journal entries panel shows the GL impact for audit and reconciliation. The Activity tab lists every change to the payment — see Audit log and record history.

Bills and adjustments

Post bills before applying payments.

Suppliers

Review supplier open balance and payment history.

Bank reconciliation

Match bank outflows to posted outgoing payments.

Cash flow

Model pay-date scenarios before committing to a payment run.

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Troubleshooting

The selected supplier has no posted open bills. Confirm bills are posted (not draft) and belong to the same organization.
Change supplier status to Active on the supplier record after resolving the hold reason.
A draft needs a transaction type, supplier, payment date, method, cash account, and an amount greater than zero. Fill the missing header field and try again.
Reduce per-bill application amounts so the total applied equals or is less than the payment amount. Unapplied balance is allowed; over-application is not.
Refresh the bill detail. Partial applications leave Partial status until balance due reaches zero. Confirm you applied to the correct bill number.
Open the payment detail and click Void, then choose the reversal posting date (today, the original payment date, or a custom date). Voiding restores bill balances and posts an offsetting journal entry — see Void a payment. Do not delete posted payments.
Reopen the target period from Period close, or run the void with a Today or Custom date in an open period. The reversal journal entry must land in an open period.
Confirm the payment posted to the same GL account mapped to your connected bank account. See Connect bank accounts and Bank reconciliation.