Introduction
Not all bills are paid immediately — some are settled later on credit terms. If you’ve recorded a Credit Purchase Bill, Bukku allows you to record the payment when you settle the amount with your supplier, whether in full, partially, or across multiple bills.
This guide will walk you through recording purchase payments for credit purchases, helping you keep your accounts accurate, track outstanding bills properly, and generate a payment voucher for your supplier.
Note: Cash Purchase bills are automatically marked as paid when created, so no additional payment recording is required.
Let’s get started with recording your credit purchase payments step by step.
Applicable to Expense Claims
In Bukku, Expense Claims are also recorded under the Purchases module and will appear as bills.
This means the same payment workflow applies — you can record payments via Purchases → Payments, or directly from the Expense Claim bill using Add Payment. The payment steps in this guide apply in the same way.
Two Ways to Record Purchase Payments
You can record payments for Credit Purchase bills in Bukku in two ways:
Directly from the Credit Purchase Bill – Open the bill and click “Add Payment” to apply a full or partial payment immediately.
From the Purchases → Payments Module – Go to Purchases → Payments → +New to record a payment and apply it to one or more outstanding bills.
Both methods allow you to apply full or partial payments while keeping your accounts accurate.
Recording a Full Payment for a Credit Purchase Bill
Example: Applying a Full Payment to BL-00014
Let’s walk through this using the following example:
Bill Number: BL-00004
Type: Credit Purchase
Status: Overdue
Outstanding Amount: RM 6,350.00
We will use the “Directly from the Credit Purchase Bill” method to record a full payment and generate the payment voucher.
Assuming you have made a full payment of RM 6,350.00 to your supplier, you need to record the purchase payment and generate the payment voucher.
Since we are using the “Add Payment” method directly from the bill, many fields will be auto-filled from the bill. Let’s go through each field step by step.
Step 1: Open the Add Payment Option
At the outstanding bill, you can do either:
Click the three dots beside View → Add Payment
Or open the bill (View) → click Add Payment
Step 2: Billing Details
The Supplier, Billing Attention, and Billing Address are auto-populated from the bill.
Step 3: General Info
No.: Auto-generated based on your selected number format
Reference No.: Auto-filled with the bill number
Date: Defaults to today; change if needed
Currency: Defaults to the currency on your bill
Description: Optional; a short note about this transaction; shown in reports.
Internal Note: Optional; for internal use only
Tags: Auto-populated from the bill if any
Step 4: Payment Made & Purchase Payments
These two sections work together to record and apply the payment:
Step 4.1: Payment Made
Payment Method: Optional; choose the method used (e.g., Cash, Bank Transfer)
Payment Account: Select the account used to make the payment (usually Cash or Bank)
Amount: Auto-filled with the full bill amount (RM 6,350.00 in this example)
Reference No., Fee Amount, Fee Account: Optional; enter if applicable
Step 4.2: Purchase Payments
The system will auto-select the outstanding bill.
The Apply Amount will auto-fill based on the payment amount.
Note: Since this is a full payment, no changes are required.
Step 5: Additional Info & Attachments
Remarks: Optional; auto-filled if a default is set under Control Panel > Company Settings > Remarks.
Attachments: Upload supporting documents, if any.
Tick Shared to send attachments to the supplier (if applicable)
Unticked attachments are for internal use only.
Example: Upload proof of payment.
Step 6: Save the Payment
Once reviewed, click Save to complete the purchase payment.
The payment will be recorded under Purchases → Payments, e.g., PV-00022 (system-generated based on your selected number format)
Step 7: Payment Voucher Record
You can Print / PDF, or use QuickShare to send the purchase payment as a payment voucher to your supplier.
An example of the payment voucher is shown below.
After saving, the bill will be updated to Paid. You can click into it to see that the bill is fully offset by the purchase payment PV-00022.
Using this method ensures that the full payment is recorded accurately, the credit purchase bill is marked Paid, and a payment voucher is automatically generated for your supplier.
Recording a Partial Payment for a Credit Purchase Bill
Use this when you pay only part of the bill.
Example: You pays RM 3,000.00 for BL-00004.
Steps:
Follow Step 1, Step 2, Step 3, and Step 5 from Recording a Full Payment above. Only Step 4 is different.
For Step 4, update the payment details as follows:
Payment Made:
Change the Amount to RM 3,000.00, which is the partial amount paid.
Purchase Payments:
Edit the Apply Amount to RM 3,000.00 to match the partial payment.
Tips: After changing the Amount to RM 3,000.00, you can untick and re-tick the bill. The system will auto-fill the updated Apply Amount to match the partial payment.
Click Save to record the partial payment. The partial payment will be recorded under Purchases → Payments, e.g., PV-00023 (system-generated based on your selected number format).
You can Print / PDF, or use QuickShare to send the purchase payment as a payment voucher to your supplier. An example of the payment voucher is shown below.
After saving, the bill will be updated to Partially Paid.
The remaining balance of RM 3,350.00 will stay outstanding.
You can click into the bill to view the details and see that it has been partially offset by the purchase payment PV-00023.
Tips:
Since this is a partial payment, you only need to update the Amount and Apply Amount.
When you pay the remaining balance (RM 3,350.00) to the supplier, you can follow the same steps to record additional payments until the bill is fully paid.
Recording One Payment for Multiple Bills
Use this when you make a single lump sum payment that covers multiple outstanding bills to the supplier.
Example:
You are making a lump-sum payment of RM 31,350.00 to supplier Alphabet Global Sdn Bhd to settle the following three bills:
BL-00001: RM 15,000.00
BL-00002: RM 13,000.00
BL-00004: RM 3,350.00
Steps:
Step 1: Navigate to Purchases → Payments → +New.
Step 2: Select Supplier
Choose the supplier (e.g., Alphabet Global Sdn Bhd)
Fill in Billing Attention and Billing Address if applicable
Step 3: General Info
No.: Auto-generated based on your selected number format
Reference No.: Optional. Fill in if applicable.
Date: Defaults to today; change if needed
Currency: Defaults to MYR; change if needed.
Description: Optional; a short note about this transaction; shown in reports.
Internal Note: Optional; for internal use only
Tags: Optional. Tag the transaction with department / branch / sales person / project & etc.
Step 4: Payment Made & Purchase Payments
These two sections work together to record and apply the payment:
Step 4.1: Payment Made
Payment Method: Optional; choose the method used (e.g., Cash, Bank Transfer)
Payment Account: Select the account used to make the payment (usually Cash or Bank)
Amount: Enter the total payment made (RM 31,350.00 in this example)
Reference No., Fee Amount, Fee Account: Optional; enter if applicable
Step 4.2: Purchase Payments
Tick all outstanding bills to apply the payment
The Apply Amount will auto-fill based on the payment amount.
Tips: Instead of manually entering the total payment, you can tick all outstanding bills, and the system will automatically fill in both the Amount (Payment Made) and Apply Amount for each bill.
Step 5: Additional Info & Attachments
Remarks: Optional; auto-filled if a default is set under Control Panel > Company Settings > Remarks.
Attachments: Upload supporting documents, if any.
Tick Shared to send attachments to the supplier (if applicable)
Unticked attachments are for internal use only.
Example: Upload proof of payment.
Step 6: Save the Payment
Click Save to complete the purchase payment.
The payment will be recorded under Purchases → Payments, e.g., PV-00024 (system-generated based on your selected number format)
Step 7: Payment Voucher Record
You can Print / PDF, or use QuickShare to send the purchase payment as a payment voucher to your supplier.
An example of the payment voucher is shown below.
After saving, the bills will be updated to Paid. You can click View on each respective bill to see that it has been fully offset by the purchase payment PV-00024.
Important Notes / Tips
Tips for Recording Payments
Use Add Payment from the bill for quick, single-bill payments
Use Purchases → Payments → +New for multiple bills or bulk payments.
Partial payments can be recorded multiple times until the bill is fully paid.
Purchase Payment Field Explanations
The example below demonstrates how payment is fully allocated across multiple bills with no credit balance.
Payment Total
The total amount paid to the supplier for this transaction
Total
The total amount of the bill(s) before any payment is applied.
Apply Amount
The portion of the payment allocated to a specific bill. This can be a full or partial amount.
Balance
The remaining unpaid amount on the bill after payment(s) are applied.
Payment Total
The total sum of all payments recorded in this transaction across all bills.
Purchase Paid
The amount of the bill that has been paid, either partially or fully.
Overpayment
Excess payment paid to the supplier after all selected bills have been fully paid.
This happens when:
The payment amount is more than the total bill amount, or
Not all payment is allocated to bills.
Payment Voucher Field Explanation
The examples below illustrate different payment scenarios, including partial payment and overpayment, and how each field is reflected in the voucher.
Example 1: Partial Payment (Outstanding Balance)
Example 2: Overpayment (With Credit Balance)
Amount
The total bill amount before any payment is applied.
Paid
The portion of the payment allocated to a specific bill. This can be a full or partial amount depending on how the payment is applied.
Balance
The remaining unpaid amount for the bill after payment(s) are applied.
Payment Made / Payment Method
If no payment method is selected → shown as “Payment Made”.
If a method is selected → shows the specific method (e.g. Bank Transfer, Cash).
If multiple payments are made (even on the same day), they will be listed separately.
Total Amount
The total payment made for this voucher.
This is the sum of all payment methods listed above.
Apply Amount
The portion of the total payment that is applied to bill(s).
This may be less than the total payment if there is an overpayment.
Credit Balance
Excess payment not yet applied to any bill.
This happens when:
Your company pays more than the bill amount, or
Payment is made but not fully allocated.
Error Messages When Saving a Purchase Payment
When recording purchase payments, you might see error messages if the amounts entered don’t match the bill or payment rules. Here’s what each error means and how to resolve it.
“Cannot exceed invoice balance”
Meaning:
The Apply Amount you entered for a bill is greater than the outstanding balance of that bill.
Example:
Total bill outstanding = RM 1,000.00.
You entered Apply Amount = RM 2,000.00.
How to fix:
Ensure the Apply Amount does not exceed the bill’s outstanding balance.
Adjust the Apply Amount to match the bill balance or less if you want a partial payment.
“The total Apply Amount cannot be more than the transaction’s Amount”
Meaning:
The sum of Apply Amounts across all bills is greater than the Payment Made (Amount).
Example:
Payment Made = RM 500
Apply Amounts entered = RM 1,000 (single or total across bills)
How to fix:
Make sure the total Apply Amount does not exceed the Amount you paid to the supplier.
Either reduce Apply Amounts to match the payment made or increase the payment made to match the Apply Amount.
“Cannot exceed payment overall total”
Meaning:
You are trying to apply more than the total payment made across multiple bills.
Example:
Payment Made = RM 2,500
Apply Amount to Bill 1 = RM 1,000
Apply Amount to Bill 2 = RM 2,000 (total = RM 3,000 > RM 2,500)
How to fix:
Make sure the sum of all Apply Amounts across bills does not exceed the Payment Made.
Adjust Apply Amounts so the total matches or is less than the Payment Made.
