Ready to Pay

Ready to Pay is the accounting view for approved purchase orders that still have value left to settle. It is where your team opens a purchase order, submits the supplier invoice, and tracks what has been invoiced so far.

Where Ready to Pay fits

Area How Ready to Pay is used
Purchase Orders Approved and partially paid purchase orders appear here while they still have a balance.
Suppliers Supplier bank details and direct debit status affect invoice submission.
Payment Files Paid purchase orders can then feed payment file generation.
Tax Rates Invoice values and tax amounts use the configured Purchasing tax rates during settlement.

Find a purchase order that is ready to pay

  1. Go to Purchasing → Ready to Pay.
  2. Use the filters for purchase order number, supplier, title, requester, date, line item text, or status.
  3. Open the purchase order you want to settle.

Submit an invoice

  1. Open the purchase order from Ready to Pay.
  2. Click Submit Invoice.
  3. Enter the Invoice Number.
  4. Add the Filing Ref if you use one.
  5. Enter the paid date and time.
  6. Check or enter the supplier bank details if they are required.
  7. Upload invoice files if you want to keep them with the record.
  8. Review the line items.
  9. If any to be ordered lines should now be marked as ordered, leave Mark Ordered turned on for those lines.
  10. Click Submit Invoice.

Update ordered lines after settlement

  1. Open the purchase order from the accounting side.
  2. If the purchase order is already settled, use the ordered-lines screen instead of the full invoice form.
  3. Tick the lines that should now show as ordered.
  4. Click Save Ordered Lines.

Things to know

  • OpsOS checks invoice numbers against the supplier so duplicates can be stopped before submission.
  • Direct Debit suppliers can skip the bank detail requirement on the invoice form.
  • The Ready to Pay list updates live. If someone else settles a purchase order while you are looking at the list, OpsOS removes it automatically and blocks any stale invoice form from being submitted twice.
  • Ready to Pay only shows purchase orders with a positive remaining balance.

Next article

Payment Files

Payment files are export files built from settled supplier payments. They let your finance team generate bank-ready payment batches by company, using the paymen

Continue →

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