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Supplier Payments

4 min read

Published April 13, 2026

Updated July 2, 2026

Understanding Supplier Payments

Supplier payments in Fixmo are recorded against purchase orders. Each PO tracks its total amount, payments made, and outstanding balance. This gives you a clear picture of what you owe each supplier.

  • Payments are linked to specific purchase orders.
  • Each PO has a payment status: Unpaid, Partially Paid, or Paid.
  • Multiple payments can be recorded against a single PO (partial payments).
  • The outstanding balance updates automatically as payments are recorded.

Recording a Payment

When you pay a supplier, whether in full or partially, record the payment in Fixmo to keep your accounts up to date.

  1. Navigate to the purchase order you are paying for.
  2. Click the 'Record Payment' button in the payments section.
  3. Enter the Payment Amount. The outstanding balance is shown for reference.
  4. Select the Payment Method (Cash, Bank Transfer, Cheque, Credit Card, or Other).
  5. If the method has more than one payment account, choose which account the money came out of.
  6. Enter an optional Payment Reference, such as a transaction ID, cheque number, or bank reference.
  7. Add any Payment Notes for internal tracking.
  8. Set the Payment Date (defaults to today).
  9. Click 'Save Payment' to record the payment.

Tip

When you choose a payment account, the payment is also recorded as a Supplies expense against that account, so its balance goes down to reflect the money spent. Always record the payment reference from your bank or payment provider to make reconciliation easier during bookkeeping.

Partial Payments

Not all supplier payments are made in a single lump sum. Fixmo supports recording multiple partial payments against a purchase order until the full amount is covered.

  1. Record the first payment for whatever amount you are paying now.
  2. The PO payment status changes to Partially Paid.
  3. The outstanding balance updates to reflect the remaining amount.
  4. When the next payment is made, repeat the process by clicking 'Record Payment' again.
  5. Once the total payments equal or exceed the PO total, the status changes to Paid.

Payment Status Tracking

Each purchase order displays a clear payment status indicator so you can see at a glance where things stand.

  • Unpaid, no payments have been recorded against this PO. The full amount is outstanding.
  • Partially Paid, one or more payments have been made, but the total does not yet cover the PO amount. The remaining balance is displayed.
  • Paid, total payments meet or exceed the PO amount. No further payments are expected.

Note

Payment status is independent of goods receipt status. A PO can be fully received but still unpaid, or fully paid before any goods arrive.

Viewing Payment History

The PO detail page includes a complete payment history showing every payment recorded against that order.

  1. Open the purchase order detail page.
  2. Scroll to the Payments section.
  3. Each payment entry shows the date, amount, method, reference, and notes.
  4. The running balance is displayed to show the remaining amount after each payment.

Supplier Balance Overview

The supplier list and supplier detail pages show the total outstanding balance for each supplier, aggregated across all their purchase orders. This helps you prioritize which suppliers to pay and manage your cash flow.

  1. Open the Suppliers section from the sidebar.
  2. The supplier list shows each supplier's total outstanding balance.
  3. Click on a supplier to see a breakdown by individual purchase orders.
  4. Filter POs by payment status to see only unpaid or partially paid orders.

Frequently asked questions

Yes. Some suppliers require prepayment or a deposit before shipping. You can record a payment against a PO in ORDERED status. The payment is tracked independently of the receiving process.

Fixmo supports recording payments as Cash, Bank Transfer, Cheque, Credit Card, or Other. The payment method is recorded for your reference and reporting, Fixmo does not process the actual payment.

The supplier list shows each supplier's outstanding balance, the total amount owed across all unpaid and partially paid POs. Click on a supplier to see a detailed breakdown by purchase order.

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