How to make a vendor advance payment
Use Create Advance Payment when the organisation needs to pay a vendor before there is a supplier bill to select. This is different from a bill payment and must later be applied or reconciled according to your accounting process.
Who can do this
Finance administrators need access to Accounting > Bill Payments, the vendor, and the chosen payment method. Confirm that the advance has been approved and that the vendor's bank details are verified.
Before you pay
- Confirm the commercial reason for the advance.
- Check the purchase order, contract, pro-forma invoice, or approval supporting it.
- Confirm how and when the vendor will submit the final bill.
- Check for an existing advance to the same vendor.
- Confirm the wallet has enough spendable balance when using Wallet Transfer.
Create the advance
1. Open Accounting > Bill Payments.
2. Select Create Advance Payment.
3. Select the Vendor.
4. Enter the Amount.
5. Choose a Payment Method:
- Wallet Transfer — pay from the company wallet.
- Manual Payment — record an advance already paid outside Spendive.
6. Turn on Schedule Payment if the payment should be processed later, then complete the scheduling details shown.
7. Enter any Bank Charges.
8. Add Notes. Include the purchase order, contract, pro-forma invoice, milestone, or approval reference.
9. Review the vendor, amount, method, schedule, bank charges, and notes.
10. Select Create Advance Payment.
After creation
Monitor the payment from Bill Payments and the wallet transaction from Wallet > Transaction History when applicable. When the supplier bill is received, apply or reconcile the advance according to your organisation's accounting procedure so the vendor is not paid twice.
Advance-payment controls
- Use an advance only when no bill is being settled at the time of payment.
- Require documented approval and a clear business reason.
- Verify vendor bank-detail changes independently.
- Track open advances until a bill, refund, or other authorised settlement is recorded.
- Review old or unapplied advances during reconciliation.
- Do not create a bill payment for the same amount without accounting for the advance.
Troubleshooting
- Vendor is missing: confirm the vendor is active and available to your organisation.
- Create Advance Payment is disabled: complete Vendor and Amount and select any required payment details.
- Wallet balance is insufficient: fund the wallet or reschedule according to policy.
- Advance is not reflected against a later bill: contact the accounting owner responsible for applying advances.
- A duplicate advance was created: stop further payment and begin the correction process immediately.
Related guides
- How to make a bill payment
- How to create a supplier bill
- Reviewing wallet transactions and beneficiaries
- How to process an expense payment
Screen guide
Vendor advance-payment form showing vendor, amount, payment method, scheduling, charges, and notes.
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