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.

Paying supplier bills

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.

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.

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.

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 administrator 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.

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.