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Payment Records User Manual

The Payment Module tracks all financial inflows from your customers, specifically linking them to invoices for automatic balance reconciliation.

1. Introduction

Managing collections is vital for liquidity. This module enables you to record payments via any mode (Cash, UPI, Bank Transfer) and immediately see the impact on your customer's outstanding debt.

2. Key Features

  • Invoice Linking: Associate every payment with a specific bill.
  • Dynamic Balance Updates: Automatic deduction of collected amounts from the total due.
  • Transaction Tracking: Store unique Transaction IDs/Reference numbers.
  • Payment Status: Manage payments as Pending, Received, or Failed.
  • Audit Trail: Detailed log of when money was collected and marked.

3. How to Use the Payment Module

3.1 Search & List Payments

  1. Navigate to the Payments section.
  2. Search Bar: Find payments by Transaction ID, Payment ID, or Customer Name.
  3. Mode & Status Filters: Filter by Payment Method (e.g., UPI) or Status (e.g., Completed).
  4. Reporting: View collections made during specific date ranges.

3.2 View Payment Details

Click the "View" (Eye Icon) on any payment entry. The page shows the full transaction details and its link to a customer and invoice. The layout is a main column (left) for payment information and a right column for amount and history.

Sections on the Payment View Page:

The following sections appear in order.

Payment Information

The main card on the left shows the current Status (e.g. Received, Pending, Failed) in a badge at the top. Below: Customer Name (link to the customer profile), Invoice # (link to the linked invoice, or N/A if recorded without an invoice), Payment Date, Payment Method (e.g. Cash, UPI, Bank Transfer), Transaction ID (reference number if entered), and optionally Notes. Use this to confirm who paid, which invoice it applies to, and how the payment was made.

Financials

In the right column. Shows Amount Received (₹). When the payment is linked to an invoice, this amount is deducted from that invoice’s Balance Due automatically.

Payment Timeline

In the right column. Timeline of the payment: when it was recorded, status changes (e.g. Pending → Received), amount or detail updates, and any notes. Each entry shows date, time, and the user who performed the action. Use View Full Activity History to see the complete log. This is the same as the “Payment Timeline” / “Collection Audit” described below.

Action Buttons:

Update Status

Open a dialog to change the stage (e.g. Pending to Received once funds are confirmed) and add optional remarks for the timeline.

Edit

Correct the amount, payment date, method, transaction reference, or notes if entered incorrectly.

Delete

Marks the payment as Deleted and removes it from active records. Important: If the payment was linked to an invoice, the invoice’s Balance Due will increase by this amount.

Payment Timeline:

The timeline tracks the verification of funds:

Collection Audit:
  • Entry Date: Records when the collection was first logged.
  • Verification Log: Tracks when the status was changed to 'Completed'.
  • Staff Attribution: Identifies which agent recorded the money.
  • Reference Logs: Any notes regarding bank clearance or cheques are visible here.

3.3 Recording a New Payment

Click "Add Payment" (or Record Payment) to open the form. You can also open it from a customer or invoice view with the customer (and optionally the invoice) pre-selected. All fields are in a single Payment Details section. Required fields are marked below where relevant.

Payment Details

  • Select Customer (required): Searchable dropdown; type at least three characters to search by customer name or number. Select the customer who made the payment. When you open the page from an invoice (e.g. “Add Payment” on the invoice view), the customer is pre-selected.
  • Select Invoice (optional): Dropdown of the selected customer’s invoices (invoice number and amount). Choose the invoice this payment is against. If you leave it blank, the payment is recorded as a general receipt for the customer and is not applied to any invoice. When opened from an invoice view, that invoice is pre-selected. If an invoice is selected, the amount you enter cannot exceed that invoice’s outstanding balance.
  • Payment Date (required): Date the payment was received. Use the date picker (dd-mm-yyyy). Defaults to today.
  • Amount Received (₹) (required): The amount collected. Numbers and one decimal point only (e.g. 5000 or 12500.50). Minimum 0.01. When linked to an invoice, this amount is automatically deducted from the invoice’s Balance Due.
  • Payment Method (required): How the payment was received (e.g. Cash, UPI, Bank Transfer, Credit Card). Select from the dropdown.
  • Transaction ID / Reference (optional): UPI reference, cheque number, or bank transaction ID for audit and disputes. Max 100 characters.
  • Notes (optional): Any extra context (e.g. “Part payment against INV-1001”). Max 500 characters.

Click Save Payment to record the collection (or Cancel to return to the payments list). The new payment is typically created with status Received; use Update Status on the view page if you need to mark it Pending or Failed.