Recording Supplier Payments in Prokip

This process helps you track money you pay to suppliers against purchase orders, invoices, or open balances.

Before You Start

• Make sure the supplier is set up in Contacts with type Supplier (or Both).
• Ensure you have a pending purchase / supplier invoice / outstanding balance recorded in Prokip.
• Know the payment amount, payment method, and date you will use.

Steps to Record a Payment to a Supplier

1. Go to Contacts → Suppliers (or Contacts → All Contacts, filter by supplier).
2. Search and select the supplier to whom you want to record a payment.
3. Click Actions → Pay.
   
4. Enter payment details:
   • Amount Paid (e.g. KSh 2,000)
   • Payment Method (Cash, Bank Transfer, etc.)
   • Date Paid
   • Payment Notes (optional: deal, invoice number, remark)
     
5. Click Save. The supplier’s outstanding balance will be reduced by this amount.

The transaction will appear under the supplier’s payment history / ledger.

How to Verify / View Payment History

• Within the supplier’s profile, view the Ledger.
  

Best Practices

• Always match the payment to the correct invoice if possible (enter invoice reference).
• Include notes if payment is partial or covers multiple invoices.
• Use consistent payment accounts to simplify reconciliation.
• Reconcile supplier ledgers monthly to ensure no missed payments.