Marking a Vendor Bill Paid
When you release a vendor bill for payment, URBI first asks how it should be paid, then suggests which account the payment should come out of, based on the fund you tagged the bill with when you...
Last updated
When you release a vendor bill for payment, URBI first asks how it should be paid, then suggests which account the payment should come out of, based on the fund you tagged the bill with when you recorded it. See Releasing a bill for payment for the full flow, including sending the payment through URBI. This article covers the by-hand path and the Fund suggestion.
- Open the vendor bill and choose Pay this bill.
- In the pop-up, choose Record a payment made outside URBI.
Pay this bill
Choose how this bill gets paid. Only one of the two moves money.
Record a payment made outside URBI
Records a payment journal entry only. No money moves.
Enter the amount. It starts filled in with everything still owed, so settling the bill in full is one click; type a smaller figure to record a part payment. See Releasing a bill for payment for how part payments behave.
Notice the small Fund label near the top of the form, showing whether this bill was tagged Operating or Reserve.
Record a payment made outside URBI
| Fund | Reserve |
- The "pay from" account is pre-filled based on that fund:
- An Operating bill defaults to your operating cash account.
- A Reserve bill defaults to your reserve account, if you have one set up. If you don't have a reserve account yet, the field is left blank for you to choose one.
| Pay from | Reserve Account |
| Payment date | Aug 12, 2026 |
- Change the account if you need to; the suggestion is a starting point, not a requirement.
- Confirm to complete the payment.
What this looks like in your books
Marking the bill paid this way posts one entry: a debit to Accounts Payable (reducing what you owe) and a credit to the account you chose (reducing your cash). This is the only time cash moves for a vendor bill on this path, not when you first recorded it. See Recording a Vendor Bill for what happens at creation, and Releasing a bill for payment for what happens instead if you send the payment through URBI.
No reserve account yet?
URBI doesn't automatically create a reserve bank account for you. If you plan to tag bills Reserve, set up your reserve account first, talk to your accounting team about the right way to add one, so the suggestion has somewhere to point. Until then, marking a Reserve-tagged bill paid this way simply leaves the account field blank for you to pick manually.