The Payment form in Manager.io records money leaving your business via bank or cash accounts. This form ensures complete documentation of outgoing transactions, enabling accurate financial tracking. Payments may be made to suppliers, employees, government agencies, or any other parties, and support diverse requirements such as invoice allocation, tax tracking, split payments, and documentation attachment.
The form intelligently suggests outstanding invoices when paying suppliers, ensuring payments are properly matched or allocated. Payments can also be split across multiple expenses, and advanced options support inventory, billable expenses, payroll, and more.
Set the date the payment leaves your business.
Enter a unique ID for the payment, such as:
Select the Bank Account or Cash Account from which funds are paid.
Indicate payment status for reconciliation:
Enter the exchange rate if the account currency differs from your business base currency.
Specify who receives the payment:
(Optional) Provide details about the payment—a helpful reference for audits or internal review.
Examples: “July electricity bill,” “Tax Q2 payment,” or “Refund invoice #545.”
You can allocate funds to multiple accounts, invoices, or items by adding lines. Each line supports detailed categorization:
| Field | Description |
|---|---|
| Item | Optional. Select an inventory or non-inventory item. When selected, the related purchase/expense account fills automatically. Leave blank to specify an account manually. |
| Account | Choose where this line allocates, e.g.: |
| - Expense accounts (rent, utilities, services, etc.) | |
| - Accounts payable (for invoices—choose Supplier and optionally the invoice to pay) | |
| - Fixed assets (for asset purchases—select asset to increase) | |
| - Billable expenses (when passing costs to customers) | |
| - Employee clearing account (when paying wages) | |
| Description | Line-specific details; visible if Description column is enabled. |
| Qty | Enter item quantities. For inventory: updates stock. For service: hours/units. Visible if enabled. |
| Unit price | Set per-unit cost for items/services; total is Qty × Unit Price. |
Line allocation screenshots:
Supplier invoice payments:
Fixed asset purchases:
Billable customer expenses:
Employee payments:
General payments (split across expense accounts):
Customize your form for complex or specialized payment situations using optional fields and columns.
| Option | Description |
|---|---|
| Inventory Location | For inventory purchases, choose which location (e.g. warehouse) receives stock. |
| Line number column | Show sequential numbers for each line—helps referencing details in documentation. |
| Description column | Add detailed explanations on each payment line. |
| Qty & Unit price columns | Required for quantity-based purchases—shows quantity and per-unit price; system calculates line totals. |
| Discount column | Apply line-specific discounts (percent or fixed amount), calculated before tax. |
| Amounts are tax exclusive | Check if line amounts exclude tax (tax calculated and added); leave unchecked if tax is included. |
| Fixed total | Use to force payment to match a precise total—useful when clearing rounding errors or matching bank transfers. Discrepancies are posted to the Suspense account. |
| Custom title | Override the default 'Payment' heading; useful for specialized forms (e.g. 'Expense Reimbursement'). |
| Show tax amount column | Displays calculated tax per line and total (with proper rounding). Essential for compliance/audits. |
| Footers | Add custom footers—can include terms, instructions, or approval areas; reusable via Settings → Footers. |
| FdxTransactionId | (Auto-managed) Links payment to bank feed/import for reconciliation; do not edit manually. |
By following this guide, you’ll accurately record all outgoing funds, ensure correct accounting allocations, facilitate bank reconciliation, and maintain clean, audit-ready records using Manager.io’s Payments module.