How to Process Vendor Payments Using Payment Selection (Manual) in iDempiere
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.
Process Flow Diagram
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.
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.
| 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.
| 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.
| 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.
| 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.
| 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.
| 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.
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.