How to record a supplier payment: advance and balance
Keeping track of supplier payments is a key part of project management. ArchiBoard records all financial operations for every item in one place, including advances and final payments, and lets you attach supporting documents. This keeps your paperwork in order and helps you track deadlines.
- 1
Open the payment section
In «Estimates», choose the item and click «Vendor & payment», or open «Item details». If several rows are selected, a window for all of them opens and the advance is split proportionally.
- 2
Choose or add a vendor
In the window, choose a vendor from the list. If it isn't there, click «+ Add contractor» and fill in the short form. The vendor is saved in «Suppliers». The vendor's country defaults to the project country.
- 3
Record the supplier payment
«Supplier payment» is set to 100% by default. If you pay in parts, tick «This is an advance» and add more parts with «+ another part».
- 4
Upload supplier invoices
In «Supplier invoices», upload one or more files, paste a screenshot with Ctrl+V or add a Google Drive link. Enter the invoice date and the payment due date. The due date is suggested from the project timeline.
- 5
Enter delivery and installation dates
In «Dates: delivery and installation», enter the planned and actual delivery and installation dates for this item.
Good to know
- Two working days before shipment, ArchiBoard reminds you to pay the balance of an advance and creates a task for it.
- All attached invoices and receipts are saved automatically in «Files» in the «Invoices, payments, receipts» folder.
- You can attach a supplier quote to an item. The quote total becomes the purchase price, while the client price stays the same. The quote breakdown and PDF are available in «Supplier quote» via «Open PDF».
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