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How do I record a payment for an accounts payable?
How do I record a payment for an accounts payable?

Describes how to enter a payment that was done on a payable.

Updated over a week ago

You will need the Full Write Accounting permission to perform this action.

A church administrator can record a payment done for a payable. Note that paying a bill is not done with One Church. You would do that either through your bank via Bill Pay or by following the payment options provided to you by the vendor charging you.

However, to record the payment you did, go to Accounting > Payables in the left-hand menu and click on the "Record Payment" button at the end of the row for the bill you want to record the payment for.

Alternatively, you can select multiple payables from the table and then go to Bulk Actions > Record Payment.

Regardless of which method you use, a pop up will appear with the following fields:

Amount was paid using which account?

Choose the cash account that the bill was paid with. This defaults to your lowest-numbered cash account. If this dropdown is empty, it is because you have not indicated which accounts are your cash accounts. To do so, you would need to set the Special Usage of the appropriate account to "Cash Account." See this article for more information on setting up your chart of accounts.

Once chosen, the current balance of that cash account will be shown. The remaining balance on the bill is also shown being subtracted and the balance afterward is shown.

If the payment amount is more than the available balance on the cash account, the resulting balance will appear in red.

Fund Balances

All funds across all bill line items will appear in this section. The remaining balance for each will be shown as well as the resulting balance after payment is applied. If payment exceeds the balance of any fund, the resulting balance will appear in red.


Details for each bill will be shown along with the remaining balance for each. The payment amount defaults to the remaining balance. However, if you want to record a partial payment, expand the appropriate bill and indicate the payment amount for applicable line items. You can enter $0.00 for any line items you do not plan to record an payment during this transaction.

Tip: hover over the info icons on the invoice or line items to see more details.

Once finished, click on the "Pay" button in the lower right of the pop up to finish recording the offline payment.

Tip: to view past payments on a particular bill, click on the "view payment history" in the lower left of the pop up. You are also able to delete any previously recorded offline payments here. Of course, this can also be done from the cash account's register.

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