How to Process Vendor Payments Using Payment Selection (Manual) in iDempiere

Learn how to manually select vendor invoices, generate payments, execute Payment Print/Export, and settle vendor liabilities using Payment Selection (Manual) in iDempiere.

Introduction

Payment Selection (Manual) is used when finance users need to manually select specific vendor invoices for payment instead of generating payments through the standard Payment Selection batch process.

This process provides greater control over vendor settlements and is commonly used for urgent payments, vendor-specific settlements, one-time payments, and exception handling scenarios.

Once completed, the selected AP Invoice is automatically allocated against the generated AP Payment and marked as Paid.

Prerequisites

Ensure the following configurations are completed:

• Vendor (Business Partner) configured.
• Purchase Order completed.
• Material Receipt completed.
• AP Invoice completed and posted.
• Vendor Payment Rule configured.
• Bank Account configured.
• Bank Account Document configured for Check payments.
• User logged into the correct organization.

Business Rules

• AP Invoice must be Completed and Posted.
• AP Invoice must have an outstanding balance.
• Business Partner must be configured as a Vendor.
• Payment Date determines invoice eligibility.
• Only Due Invoices displays invoices that have reached their due date.
• Only Positive Balance displays invoices with outstanding balances.
• Payment Rule determines the payment method used during processing.
• Payment Print/Export creates actual Payment records.
• Successful payment processing automatically updates the invoice Paid status.
• One Payment Per Invoice creates separate payments for each selected invoice.
• Users should process payments from the correct organization context.

Navigation

Menu→ Financial Management → Payment Selection (Manual)

Step by Step Configuration

Step 1: Open Payment Selection (Manual)

Open Payment Selection (Manual) and define the criteria used to retrieve vendor invoices eligible for payment.

Header Configuration

Field	Sample Value	Description
Bank Account	Vendor Payment 987654321	Source account used for payment
Business Partner	Britannia Distributor — Chennai	Vendor to be paid
Document Type	AP Invoice	Displays vendor invoices
Payment Date	17-Jun-2026	Payment processing date
Payment Rule	Check	Payment method
Only Due Invoices	Checked	Selects invoices currently due
Only Positive Balance	Checked	Selects invoices with outstanding balance
One Payment Per Invoice	Unchecked	Allows invoice grouping
Current Balance	INR 0.00	Current bank account balance

Click Refresh.

Eligible AP Invoices are displayed for manual payment selection.

Step 2: Review Eligible Invoice

Review the invoice retrieved by the system before initiating payment.

Invoice Retrieved During Testing

Field	Sample Value	Description
Due Date	12-Jun-2026	Invoice due date
Business Partner	Britannia Distributor — Chennai	Vendor receiving payment
Document No	1000001	AP Invoice number
Currency	INR	Invoice currency
Grand Total	₹12,980.00	Total invoice value
Discount Amount	₹0.00	Discount available
Write-off Amount	₹0.00	Write-off value
Discount Date	13-Jun-2026	Discount validity date
Amount Due	₹12,980.00	Outstanding amount
Payment Amount	₹12,980.00	Amount proposed for payment

The invoice is available for payment processing.

Step 3: Select Invoice for Payment

Select the invoice checkbox and choose the invoice to be paid.

Selected Invoice

Field	Sample Value	Description
Invoice	1000001	Selected invoice
Vendor	Britannia Distributor — Chennai	Vendor receiving payment
Amount Due	₹12,980.00	Outstanding amount
Payment Amount	₹12,980.00	Amount selected for payment

The invoice is marked for payment generation.

Step 4: Generate Payment

Click Process.

The system displays:

Generate Payments from Payment Selection?

Click Yes.

The system starts payment preparation for the selected invoice.

Step 5: Prepare Payment

The Prepare Payment window is displayed.

Prepare Payment Parameters

Field	Sample Value	Description
Override Payment Rule	Blank	Uses invoice payment rule
Run as Job	Unchecked	Executes immediately

Click OK.

Prepared Payment records are generated for the selected invoice.

Step 6: Execute Payment Print/Export

The system displays:

Print/Export Generated Payments?

Click Yes.

Payment Print/Export opens automatically.

Payment Print/Export Details

Field	Sample Value	Description
Payment Selection	Payment Selection (Manual) – Check	Generated payment batch
Bank Account	Vendor Payment 987654321	Source bank account
Payment Rule	Check	Payment method
Document No	1000	Check sequence number
Number of Payments	1	Total payments generated
Sum	₹12,980.00	Total payment value
Deposit Batch	Unchecked	Individual payment processing

Process the document.

The system displays:

Is the payment print correct? If answered yes, then it will create and complete payments.

Click Yes.

The system creates and completes AP Payment documents.

Step 7: Verify Generated AP Payment

Open the generated Payment document and verify payment details.

AP Payment Generated During Testing

Field	Sample Value	Description
Document Type	AP Payment	Payment transaction type
Document No	1000002	Generated payment number
Business Partner	Britannia Distributor — Chennai	Vendor receiving payment
Payment Amount	₹12,980.00	Amount paid
Currency	INR	Payment currency
Tender Type	Check	Payment method
Check No	1000002	Generated check number
Document Status	Completed	Payment successfully processed
Posted	Yes	Accounting entries posted
Allocated	Yes	Payment allocated to invoice

A completed AP Payment document is created and posted.

Step 8: Verify AP Invoice Status

Open the source AP Invoice and verify settlement status.

Invoice Status After Payment

Field	Sample Value	Description
Invoice	1000001	Vendor invoice
Vendor	Britannia Distributor — Chennai	Supplier
Grand Total	₹12,980.00	Invoice amount
Payment Rule	On Credit	Original invoice payment rule
Paid	Checked	Invoice settled
Document Status	Completed	Invoice remains completed
Posted	Yes	Accounting entries posted

The AP Invoice is fully settled and removed from outstanding payables.

Configuration Summary

Configuration Item	Type	Purpose
Payment Selection (Manual)	Transaction Process	Manual invoice payment selection
AP Invoice	Financial Transaction	Vendor liability
Bank Account	Master Data	Source payment account
Bank Account Document	Master Data	Check numbering configuration
Payment Print/Export	Process	Generates actual payments
AP Payment	Financial Transaction	Final vendor payment record

Business Flow Overview

Stage	Action	Output
1	Complete AP Invoice	Invoice eligible for payment
2	Open Payment Selection (Manual)	Payment criteria entered
3	Retrieve Eligible Invoices	Invoice displayed
4	Select Invoice	Invoice marked for payment
5	Generate Payment	Payment preparation started
6	Prepare Payment	Prepared payment created
7	Execute Payment Print/Export	Payment generated
8	Create AP Payment	Payment completed and posted
9	Allocate Payment	Invoice settled
10	Update Invoice Status	Invoice marked Paid

Common Issues and Resolutions

Issue	Cause	Resolution
No invoices displayed	Invoice not eligible	Verify status, due date, balance, and payment rule
Organization validation error	Incorrect organization context	Log in using the same organization as the invoice
Payment not generated	Missing bank account configuration	Verify bank account and payment rule
Payment Print/Export unavailable	Prepared payment not generated	Complete payment preparation first
Invoice remains unpaid	Payment not completed	Verify AP Payment status and allocation

Next Steps

• Verify AP Payment accounting entries.
• Reconcile payments with bank statements.
• Complete bank statement processing.
• Review vendor balances.
• Monitor payment history and audit records.
• Continue periodic vendor payment processing.
• Maintain Bank Account Document sequences.