How to see what you owe suppliers on Money to Pay in Billing

Money to Pay in Billing is one screen that shows everything you still owe your suppliers. It lists purchase bills and expenses that are not fully paid, tells you which are late, and shows what falls due next, so you can plan payments instead of finding out when a supplier calls.

Before you start

• You need access to payables in Billing. If your role cannot see them, the screen will not open.
• Your purchase bills and expenses should already be recorded. Only bills with something still unpaid appear.

Read the four figures at the top

The top of the screen has four cards: Total payables, Overdue, Due today and Due this week. Total payables is everything still owed to suppliers, after every payment you have already allocated. It may show a percentage against last month, so you can see whether you owe more or less than a month ago.

Select a card to narrow the list of bills below it to just those bills. The card you picked stays highlighted. The Total payables figure does not change when you search or filter the list, providing a consistent overall total.

See how old your bills are

Payables ageing splits what you owe by how late each bill is: Not yet due, 1–30 days, 31–60 days, 61–90 days, Over 90 days, and No due date. Select a column to list only the bills in that group.

Plan the month ahead

Upcoming payments lists the bills that fall due in the next 30 days, with the date, the supplier and the amount. Select a row to open the bill. Select View all to see all of them in the main list. Payable by category shows how what you owe is spread across types of spending; select a category to filter the list.

Select View calendar at the top to see a month view of the days your bills fall due. Select a day to list only the bills due that day.

Find a particular bill

1. Type in the search box. You can search by supplier, bill number or reference.
2. Use the quick filters: All bills, Overdue, Due today, Due this week or Not yet due.
3. For more control, select Filters. You can pick a supplier, an ageing group, a bill date range, a due date range, a range for the outstanding amount, a reference such as a PO number, and a category.
4. To start again, clear the filters.

Select Export to download the list you are looking at, if your role allows exports.

Open a bill and record a payment

Select any bill to see its details: bill number, the supplier's reference, bill date, due date, days overdue or days left, amount still outstanding and the full bill value. Choose Supplier statement to see everything for that supplier, or Record a payment to start a payment with the supplier already chosen.

You can also tick several bills in the list. A bar shows how many you ticked and the total. Record a payment works only when all the ticked bills belong to one supplier, because a payment is made to one supplier at a time. Recording a payment writes a payment entry in your books. It does not send money from your bank.

Add a new bill or expense

Use the New bill / expense button at the top. Its menu offers New purchase bill, New expense and Debit note (a document issued to a supplier to reduce the amount owed, often for returns or corrections), depending on what your role allows. Select Import bills to upload multiple bills or to access the manual form for recording a single bill.

If something looks wrong

• If you see "Unable to load what you owe", select the retry option on the screen.
• If the screen says "Showing the last figures that loaded", the latest refresh failed. Try again.
• If it says "Nothing to pay", no bill has anything outstanding.

Related articles

• Recurring bills in Billing: set the rule, then raise each invoice yourself
• Money received in Billing: record a payment, settle invoices