Paying Suppliers and People

Two kinds of money go out: bills from suppliers, and reimbursements to your own people for what they paid themselves. Supplier payments need procurement:manage_bills; reimbursement runs need expense:manage. Exporting a payment file also needs procurement:manage_bank_details. Bank details remain under dual control.

Supplier-bill approval totals need cost access for the scope recorded on the approval. Selling-price access alone does not show them. Review the permitted details in Approvals before recording your decision.

Before recording another bill, check its supplier invoice number. A duplicate for the same supplier is refused without creating a second bill. See Correct a saved draft to edit its amounts, dates or currency before approval.

Paying supplier bills

Existing bills retain their supplier name after that supplier is archived. Open the supplier link on a bill to review the record. See Purchasing for archiving and restoring suppliers.

On a bill’s detail page, Record a payment is available for approved or partly paid external bills with a positive remaining balance. You need payment permission and cost access to the bill. Drafts, bills awaiting approval, disputed or void bills, and fully paid bills do not show payment entry. Payment history remains available with cost access. A voided bill also shows its saved reason and original total, without presenting the unpaid difference as an amount still to pay. If a refreshed bill no longer qualifies, its unfinished payment form is removed. Completing a payment keeps the success message visible even when the balance reaches zero.

The Bills tab and the accounts payable ageing show what is owed and how late it is. Record a payment against one or more bills with the date, the amount, the method and a reference. A payment settles each bill line by line against what remains, including the tax on each line, so part payments always add up, and any realised exchange difference is recorded against the payment date.

Enter a payment amount greater than zero. Zero and negative entries show an explanation in the form and are not submitted. Your other entries remain so you can correct the amount.

The total owed to suppliers needs organisation-wide cost access and cost access to every bill included. When access is incomplete, Runnit says the total is unavailable. The payment picker lists only bills whose costs you can view. An empty picker means no readable bills are waiting; other bills may be restricted.

On a bill, its total, tax, paid amount and payment history need cost access for that bill. You do not also need access to selling prices to read these costs.

The payment confirmation shows any permitted unallocated remainder as a currency amount. This needs organisation-wide cost access and cost access to every selected bill. When you cannot view the complete figures, a successful recording still confirms that the payment was recorded without showing those amounts.

A disputed bill is held out of the payables queue until the dispute ends. Internal charges between your own units never enter a payment file.

Before submitting a manual bill, attach the supplier’s invoice on its detail page when your purchasing policy requires one. You can download the saved invoice after approval with cost access for the bill’s project and current client. If that access changes, reload the bill before continuing. See attaching a supplier invoice.

Before approval, match manual bill lines to their purchase orders and check the recorded receipts. Saving matches keeps the entered amounts and does not record a payment.

When a purchase order revision is awaiting approval, check the currently issued order when reviewing a bill. The proposed quantities and costs take effect only after approval is applied; earlier receipts keep their recorded values.

Reverse a recorded supplier payment

Open a bill and choose Reverse payment beside the original payment. You need payables permission and cost access to every bill affected by that payment.

Review the complete amount and all listed bill allocations. Enter the reversal date and reason, then choose Confirm reversal. This reverses the whole payment, including allocations to other bills. It records a correction in Runnit; it does not move money at your bank. A payment already reversed cannot be reversed again. Resolve any refusal and retry from the saved payment state.

A fully paid bill has no current overdue badge. Reverse a mistaken payment before trying to void the bill.

Reimbursement runs

A run pays several people at once for expenses they paid with their own money.

1. Open Finance > Reimbursements and start a run. Runnit lists the eligible approved expenses with each person’s masked bank account. Anything not eligible says why: no bank account, a bank change still waiting on its second approver, or already in another run.
2. Select what to pay. The amounts and the bank account version are frozen at selection, so a later change cannot alter the file you exported.
3. Export the bank file. In Australia this is an ABA direct entry file. It downloads once, through a link that expires, because it is the only place full bank identifiers appear. Everywhere else in Runnit they stay masked.
4. Pay the file at your bank, then enter the actual Payment date and choose The bank paid it. Confirming is what records the payments, so a file that was never lodged does not look paid.
5. A run can be cancelled before it is confirmed, and a failed export can be retried from the same frozen selection.

Caution

The exported file contains real bank account numbers. Treat it the way you treat a payment file from your bank: download it when you are ready to lodge it, and do not pass it on.

Correcting a payment confirmation

Open the confirmed run and check its Payment history. The paid date is the chosen payment date, separate from the time the confirmation was entered.

Enter a Correction date and Correction reason, then choose Reverse payment confirmation. The correction is recorded on that date, leaving the original payment history intact. The run returns to exported and its claims return to the run, ready for a corrected confirmation.

The correction date must be in a writable period and cannot precede payment. If a bank match confirmed the run, reverse that match first. A stale confirmation or incomplete historical payment evidence must be resolved before correction. This action changes your records; it does not transfer money at the bank.

Download a reimbursement CSV

Choose Export a CSV to download a review copy with masked account details. It does not contain the full account numbers needed for a bank upload. Repeated exports of unchanged data keep the same row order and contents.

If downloading fails after export, the run stays Exported. Runnit refreshes its saved state and shows the download error. If that refresh also fails, choose Reload run before using the run controls. If a link has expired, was already used, or no longer matches the run, export again for a new link. Downloading never marks the claims paid; payment confirmation remains a separate action.

Set up a reimbursement account

You need expense management and bank details permissions to use this setup. Open Finance > Reimbursements. Beside an approved personal claim, choose Manage bank details. Setup is available for both eligible claims and claims waiting for a confirmed account.

1. Choose Propose an account, enter the account details and choose Propose.
2. A different person with both permissions opens the same payee’s bank details. They check the masked details and choose Confirm change within 24 hours, or Reject, with an optional reason. The proposer can Withdraw instead.
3. Confirmation makes the account the person’s default for future reimbursement runs. The claim list refreshes, showing the confirmed account and eligibility.

A pending bank change makes the payee ineligible and clears any affected claim selection. Runs already created retain their selected account version. If a claim refresh fails, choose Reload claims before starting a run. If a bank response fails, check the refreshed details and history before repeating an action; use Reload bank details if the bank read also failed.

Bank details and dual control

Adding or changing a bank account, for a supplier or a person, needs two people: one proposes and a different person with the bank details permission confirms. Until it is confirmed the previous account stays in force, and a run skips anyone with a change still pending rather than paying the old account by surprise.

Australian accounts need a six-digit BSB, entered as 123456 or 123-456. Invalid proposals show an error and retain your entries. An older pending change with an invalid BSB must be withdrawn or rejected and replaced with a corrected proposal. It cannot replace the current account through confirmation. The format check does not verify that the account exists.

Next step

Close the month: Month End. Two related features work alongside this one: Bank Reconciliation, which matches these payments against your bank statement, and Self-Billing, which issues the invoice on a supplier’s behalf instead of waiting for theirs.

Before paying a PO-linked bill, record the received quantity and complete its three-way match. Approval cannot bypass a receipt shortage. See Purchasing.

On a narrow screen, scroll the payables table horizontally to inspect every column before recording the payment.

Help from Ru

Ask Ru to explain this workflow, inspect records you can access, or carry out supported steps when you authorise them. Your permissions and approval rules still apply. See Finance with Ru.

Approved bills contribute their cost to the budget before payment. Voiding a bill later preserves its original report month and records a reversal in the void month. See purchase amounts on budgets and reports.

For a self-billed document, use its Void or Correct action rather than voiding the underlying supplier bill. The document action releases its time reservations with the bill reversal. See Self-billing.

Internal bills remain excluded from payments and ageing even after a supplier’s current classification changes. Their settlement is the matching providing budget credit. See Internal unit chargebacks.

Review the order before payment

Use Document preview on the purchase order to review its saved document. This requires cost access. Choose Refresh preview to retry a document that is still being prepared. Opening it does not issue or send anything. See Purchasing.

Set the bank-file payer details in Organisation Settings > Purchasing policy > Direct entry originator, using the values your bank supplies. Select Save originator. The payment file still requires the entity’s confirmed bank account. See Finance setup.

Review a supplier’s pending account on its Bank details panel. See confirming or rejecting supplier bank details.

A bill can remain readable when matching figures are hidden because you do not have cost access to a linked order. Check who can see saved matching details before reviewing its three-way match. Access changes do not alter the bill balance.

A refreshed bill hides the payment form if you no longer have cost access to that bill. Review its current permissions before continuing.

A bill’s payment history shows the amount allocated to that bill when you can view its costs. A payment covering several bills shows its full total only when you can view costs for all of them. Viewing any unallocated amount also needs organisation-wide cost access. Reimbursement-linked payment totals are omitted from bill history.

Supplier totals on the Purchasing list stay in each bill’s original currency. A supplier’s default currency does not convert earlier bills. See supplier spend for the period and access rules.