Track payments on purchase orders

Every purchase order carries a payment status that is separate from ordering and receiving, so you can see what you still owe your suppliers straight from the Purchase orders list.

Every PO carries a payment status, separate from its ordering lifecycle - mark it paid from More actions on the PO, or in bulk from the list. Past the Payment due date, unpaid POs show an Overdue badge, and the list's filter dropdown covers both money and delivery: Unpaid, Partially paid, Paid, Payment overdue, and Late delivery (open orders past their expected date - the same orders the "N late" badge above the list counts).

When a supplier invoices an order in pieces, record each payment as it happens: the Payments card on the PO takes an amount (pre-filled to the outstanding balance), a date, an optional method, and a reference like a check number. The order shows Partially paid until the payments reach the total, the card keeps a running balance against the order total, and deleting a payment row undoes it. Once payments are recorded, Mark as paid records the remaining balance as a payment - and the order can only go back to unpaid by removing its payments, so recorded history is never silently erased.

This is bookkeeping inside Stockroom only - it is never pushed to QuickBooks, where bill payment lives.

Reports > Owed to suppliers answers the same question for every supplier at once, without opening a single order. One row per supplier, biggest balance first: how many orders, what they came to, what you have paid, what is still Owed, how much of that is Overdue, and the oldest payment date that has already passed.

Switch the view to One row per purchase order to see the orders behind a balance, soonest due first, each with its days overdue and its invoice number. The PO number opens the order. Both views export to CSV and can be emailed on a schedule like any other report.

A supplier's own page carries the same figure: open the supplier and Owed sits beside Incoming units, with the overdue part underneath.

An order counts once you have marked it ordered and it is not fully paid, so drafts are never included. Balances are kept per currency and never added together. A supplier return is a credit and is never subtracted from what you owe - it stands on its own document. Archived orders drop out. Overdue here means the payment date has passed, not a late delivery.

📸 SCREENSHOT: Reports > Owed to suppliers, the supplier view, showing two or three balances with one overdue row.