Process supplier bills, control what gets paid, and handle vendor payments and refunds

When a delivery is disputed — cracked panels, a short pallet of profile — block the bill instead of leaving it to be remembered: select it and use ⚙ Actions › (Un)Block Payment. Its payment status turns Blocked, and any attempt to pay is refused with "You cannot register payments for blocked invoices." The block is a manual toggle (unblock the same way once the credit note arrives); it is not applied automatically by any receipt check. Duplicate protection is also a warning, not a gate: a second bill from the same vendor with the same reference in the same year raises a banner on the form — read it before posting, because posting is still allowed.

Vendors › Refunds holds vendor credit notes. Enter one directly with New (Auto-Complete works here too), or open the posted bill being corrected and click Credit Note — the same reversal dialog as on the customer side, with Reverse to offset the bill and Reverse and Create Invoice to cancel and redraft it. A refund reduces what Pay will offer on the vendor's next payment run once it is posted.

Vendors › Payments lists outgoing payments; the usual entry point is Pay on a posted bill, which opens the same Register Payment dialog described in the customer payments article — journal, payment method, amount (edit it down for a partial payment), date, and memo. Payments move through Draft → In Process → Paid; a manual payment can be marked sent, validated, or rejected along the way.

Cheque handling is built in. With the Checks method on the journal, Print Check produces the cheque itself (pre-numbered stock asks for the first cheque number); with the PDC method configured, a post-dated cheque records its Effective Date (required), Bank Reference, and Cheque Reference. Those three fields are saved onto the payment only for cheque and PDC methods — on a plain manual payment they are ignored. There is no separate "payment voucher" report in this edition: the printable artefact for a cheque payment is the cheque, and the emailable one is the standard payment receipt.

Vendors › Vendors is the contact list filtered to suppliers; the payable-side fields on the form are the Payable Account, the vendor's Payment Terms (Purchase section), and their bank accounts — mark a bank account trusted before it can receive payments. Vendors › Products lists purchasable products; besides the expense account and vendor taxes, the field that matters most to billing is the Control Policy discussed above, and an Asset Type here makes every purchase of that product an asset candidate.

"You cannot register payments for blocked invoices." — the bill's payment was blocked from the Actions menu; unblock it there once the dispute is settled.

"You can't block a paid invoice." — the payment already went through; recover the money with a vendor refund instead.

"This document might be a duplicate of…" — a bill from this vendor with the same reference already exists; open the linked document from the banner before posting, and delete the duplicate from there if it is one.

Auto-Complete billed more than was delivered — the products are on On Ordered Quantities; correct the quantities on the draft, and switch the products' Control Policy so the next bill starts from receipts.

"Payments to print as a checks must have 'Check' or 'PDC' selected as payment method and not have already been reconciled" — Print Check only applies to open cheque/PDC payments, and only one bank journal at a time ("In order to print multiple checks at once, they must belong to the same bank journal.").

PDC is not offered when registering a payment — add the PDC method to the bank journal's payment methods in Configuration › Journals.