How It Works
Workflow
- Select one or more unpaid or partially paid expenses
- Enter the payment amount for each expense
- Select which bank account the money was paid from
- Set the payment date (defaults to today)
- Submit to record the payment
The system creates a payment record (Expense Payment), a remittance linking the payment to each expense, and a system transaction on the Trade Creditors account. The expense state transitions to Partial Paid or Paid.
Validation Rules
- You cannot pay more than the outstanding balance on an expense
- You cannot make a payment against an expense that is already fully paid
- A bank account must be selected for every payment
Expense State Changes
When a payment is made, the linked expense automatically transitions:
| Scenario | New State |
|---|---|
| Partial amount paid | Partial Paid |
| Full amount paid (balance reaches zero) | Paid |
| Payment deleted and others remain | Partial Paid |
| Payment deleted and none remain | Returns to Finalised |
Payment Approval
Expenses can be marked as approved for payment by authorised users before paying them.
- Only Owners and Super Admins can approve expenses for payment
When the Payment Approval setting is enabled, the payment selection screen hides unapproved documents. This is an optional review workflow. Owners and Super Admins can both create and approve documents; Beeswax does not require different people for those steps.
Who Can Make Payments
- Owners and Super Admins can make and approve payments
- Managers and Accountants can make payments but cannot approve them
- Basic users, Contractors, and Clients cannot access payment features