# Record a payment

Payouts > Paying vendors · Guide · https://vendordue.com/docs/record-a-payment

**In short:** Pay your vendor the way you always do, then tell VendorDue: how much, how, when, and a reference if you like. The payout turns Paid, the vendor gets a numbered receipt, and both of you can find it later. A mistake is voided with a reason, never deleted.

Who: Admin. Where: Payouts > To pay > Pay.

VendorDue doesn't pay your vendors: you do, by bank transfer, cash, Zelle, a check or however you like. Recording the payment is how you tell it, so the payout turns Paid and the vendor has a receipt.

## Record it

In **Payouts > To pay**, press **Pay** on the vendor's row. If you also pay by check, choose **Record a payment** first.

1. Check the amount. The sheet opens on what they're owed, "Owed since Thu, 1 Oct", and **Paying** the whole of it. To pay part, press the amount and type what you paid.
2. Choose **How you paid**. Your country's usual ways come first, like ACH transfer, Zelle or Venmo, then bank transfer, PayPal, Wise, card and cash. **Something else** lets you type it.
3. Pick **When** you paid. Use the day the money actually left you, not today, if they differ.
4. Add a **Reference** if you like, such as your bank's transfer number. It's "for your own records".
5. Leave **Email Alder Ceramics a receipt** on, unless you'd rather not.
6. Press **Record the payment**.

The payout is Paid, it leaves To pay, and the payment gets a receipt number like R-2026-0031.

## Amounts that don't match

**Part of what's owed.** The rest stays in To pay, and the payout reads **Part paid** for both of you.

**More than one payout.** A payment covers their oldest unpaid payout first, then the next.

**More than they're owed.** VendorDue asks: "That is $10.00 more than Alder Ceramics is owed. Record it and take it off their next payout?" Yes keeps the extra as credit, shown as **Paid ahead** in Upcoming, and their next payout is that much smaller.

**A different currency arrived.** If you paid $72.00 but they received rupees, press **They received a different amount** and fill in **What arrived** and **In which currency**, like INR. VendorDue keeps both.

## The receipt

Each payment has a receipt with its own number: the vendor, the amount, how and when you paid, your reference, and every payout it paid. Your vendor sees the same receipt on their page, and gets it by email if you left that on.

Find any receipt in **Payouts > History**: open the payout and switch to its **Receipt**. **Download receipt** saves it as a PDF.

## Fix a payment you recorded

Recorded the wrong amount, the wrong vendor, or a payment that bounced? Void it.

1. Open the payout in **Payouts > History** and switch to its receipt.
2. Press **Void this payment**.
3. Say why, like "Recorded twice". "The receipt keeps its number and says why. What it paid goes back to To pay."
4. Press **Void it**.

Then record it again, correctly. The voided receipt stays in the record, marked as voided, so nobody is left wondering where a payment went. Your vendor sees that it was voided too.

> **Careful:** Voiding only changes the record. If money really did go to the wrong person, getting it back is between you, them and your bank.

## When it looks wrong

### The vendor says they weren't paid, but it says Paid

Open the receipt: it shows how and when you said you paid, and your reference. Check that against your bank. If the payment never went, void it and pay them. If it was sent with Send now, its timeline shows what PayPal said.

### I recorded a payment for the wrong vendor

Void it on that vendor's receipt, then record it for the right one.

## Common questions

**Does VendorDue check my bank?** No. A recorded payment is your word that you paid. VendorDue keeps the record; it can't see your bank.

**Can I record a payment for a vendor with nothing in To pay?** Only against a landed payout. To pay early, use Pay now, which lands their payout and records the payment together.

**Can I delete a payment?** No. Void it with a reason. The record keeps both, so the history always adds up.

**Does the vendor see my reference?** Yes, it's on the receipt. Don't put anything there you wouldn't want them to read.

Checked against VendorDue on 2026-10-06.