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If your record company pays payees outside Qlero and doesn’t use the Payments add-on, Reporting › Payments is where you process those payments. You select the payees you’ve paid, confirm the amounts, and Qlero adds a Payment transaction to each payee. This reduces their payable balance, and the payment appears on their next statement. Processing a payment here doesn’t send money, email the payee, or create self-bill documents. Arrange the transfer through your bank first, then process it in Qlero.
This article covers record companies without the Payments add-on. With the add-on, Payments has Payee Balances, Pending Requests, All Payments and Payment Runs instead; see First-time setup: running a payment batch.
Viewing Payments requires view access to Payments & Transactions. Selecting payees and processing payments requires write access to Payments & Transactions, and downloading the resulting transactions requires write access to exports. If you don’t see the checkboxes or Process Payments, ask your administrator. See User access and roles.

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How the balance is worked out

Current Balance is what Qlero considers payable to the payee right now:
  • the closing balance of the payee’s latest published statement,
  • minus any payments processed since that statement was published.
Balances from periods you haven’t published yet don’t appear here. Publish the period first if you want to pay against it. A payee with balances in more than one currency has one row per currency. For example, Nora Lane’s latest published statement closes at EUR 1,200. You pay her EUR 800 and process it here. Her Current Balance drops to EUR 400 straight away. When you publish the next period, her statement shows the EUR 800 payment, and her new closing balance becomes the starting point.

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Find the payees to pay

The tabs above the table filter rows by the invoice threshold. Qlero uses the payee’s own Invoice threshold when one is set, and your record company’s default Invoice Threshold otherwise. See the Payee glossary. Payable is selected when the page opens. The card below the tabs shows the total for the selected tab in each currency. Use the search box to find a payee by name.

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Handle payments

Handling a payment reduces the payee’s payable balance immediately, and the payment appears on the payee’s next statement. It doesn’t transfer money or notify the payee.
1

Select the payees

Open Reporting › Payments, then tick each payee you’ve paid. Select all on the total card selects every row in the current tab. Rows with a zero or negative balance can’t be selected.
2

Check the amounts

Pay Amount starts at the payee’s full balance. Lower it to process a partial payment; it can’t be more than the current balance.
3

Process the payments

The bar at the bottom shows how many rows you’ve selected and the total in each currency. Click Process Payments, check the summary, then click Process Payments again to confirm.
4

Download the transactions (optional)

Click Download Transactions for an Excel file of the payments you just processed, for your own bookkeeping. Otherwise click Close.
Each payment is saved as a Payment transaction named “Payment” on the payee, dated today.

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Correct a payment

Processed payments are ordinary transactions. To change the amount or date, or to remove a payment processed by mistake, open Agreements › Payees, select the payee, and use their Transactions tab. The payable balance updates when you save. See Creating transactions. You can also add a payment there directly: create a transaction with the type Payment and a negative amount. Use this when you need an earlier accounting date or a note.
A payment used by a closed period is locked and can’t be edited or deleted. If an open period has already used it, recalculate that period after the change.