Payments Made

Payment (1)

Payments Made

Vendor payment means a money payment made on behalf of a participant directly to a provider of goods or services. The process of payment made to the vendors is one of the final steps in the Purchase cycle.

Payments Made in Accoxi

In Accoxi, the user can make payment to the Suppliers towards the purchase of goods and services. By using the Payment Made option, user can search all the payments made and can identify the cancelled payments separately.

Payment (2)

Key Features of Payments made function

  • It shows the details of payments made by the user, and along with the date, type of payment and the number of applied invoices.
  • User can identify the type of payment made and will be supplier payment, advance payment or opening set off.
  • The user can easily identify the cancelled payments by using color format. Cancelled payments are indicated with red color.
  • It enables the user to pay in full amount or half amount and also can select the type of payment.

Payments Made

Click the Purchase Module and select Payments Made option.

When the user clicks the Payments Made option, it opens to Payment Made Search.

Payment Made Search

Payment Made menu consists of various menus and the details of the payment list that the user already created.

Data Available in Payment Made Table

It shows the details of payments made by the user along with the date, type of payment and the number of applied invoices.

      Fields

                                      Description

Date

Payment date will be show in this field.

Reference Number

Reference number helps the user to identify transactions in records and it will be the continuation of the previous payment form.

Party Name

This field shows the supplier name of a particular payment.

Type

It shows the type of payment, whether it is Advance payment, Supplier Payment or Opening setoff.

Applied Invoices

This field shows the details of amount paid invoices. If any amount is paid to the supplier, the reference numbers of the paid invoices will be shown on the field and user can take the payment history details by clicking in the appropriate field.

To check the payment history of a supplier, click on the Applied Invoices field. While clicking on the field, Applied Invoices tab will appear on the screen.

       

It shows the reference numbers of the paid invoices. User can take the invoice details of the paid supplier if required. It can be done by clicking on the View icon on the right side of the tab.  While clicking on the view icon, it will opens to Purchase View form.

Amount Paid

This field shows the details of amount paid. If any amount paid to the supplier, it will be show in the field.

Unused amount

User can identify the unused amount through this field that were not utilized to purchase anything after payment made.

Menus available in Payment Made Search

Payments Made1

1.Filter

Filter of payments made can be done in two ways- either user can directly enter the supplier name into the search bar near filter option or by click the filter drop down. The user can filter the data by invoice number, party name, by date or by status. If the user clicks on the By Date option, then starting date and end date need to be entered. User can also filter the data by the status of the payment i.e. active and cancel payment.

2.Refresh

If the latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch   the new data.  

3.Add New +

This menu is using for the purpose of making a new payment. By clicking the Add New menu, new window will open and the user needs to enter the details to the form to create a new payment. 

Steps to Create New Payment

  • Click on the Purchase module and select Payments made option
  • Then select the menu +New on the top right side of the screen
  • When user clicks on add new menu, three types of payment options will appear and user can select required payment type
  • After selecting the payment type, enter the details of the supplier and also enter the payment mode, amount of payment etc.
  • Click on the save button to save or make the payment

Three types of Payment options are available on the +New menu. They are Supplier Payments, Supplier Advance and Opening set off.

1.Supplier Payment

Supplier payment is one of the payment types that is available in the Payment Made option. In this type of payment, the user can make the payment to the suppliers towards the purchase. By clicking the supplier payment option from Add New, a new form of payment will appear and user needs to enter the supplier details in it.

Supplier Payment

Field

Description

Reference Number

Reference number helps the user to identify transactions in records. It will automatically appear in the form and user can’t edit the reference number, as it will be the continuation of the previous payment form.

  

Supplier

Select the supplier that user want to make payment. By clicking on the select option, list of suppliers will appear from which the user can select. If the user wants to add a new supplier, it can be done by clicking on the + menu.

 Narration

Here user can add additional explanation regarding the payment.

 Phone number

When the user selects the supplier, the phone number details of the supplier will automatically appear in the field.

 GSTIN

If the supplier is Registered Business or Special economic Zone the GST number will automatically appear in the field. Supplier whose GST treatment is Overseas or Unregistered party the GSTIN field becomes inactive.

 

 Date

Date will automatically appear in the date field and it may be current day date. If the user wants to change the date, it can be done by clicking on the date menu and can select required date.

 By Account

Here the user needs to select the account type for the payment i.e. by account or by cash.

 Instrument type

User need to select the instrument type that using for making payment. It includes cash, bank transfer, cheque etc. The user needs to enter the instrument number, instrument date and bank name in the case of every instrument type payment excluding cash payment.

Instrument number

This field is to enter the instrument number of the payment instrument. If the user selects the instrument as cash, then the instrument number field will be block and not need to enter any number. User can enter the instrument number on this field excluding the case of cash payments.

Instrument date

This field is to set the date of the payment instrument.  User can select or set the date on this field excluding the case of cash payment.

Bank Name

User can enter the Bank Name in this field excluding the case of cash payment. Bank name will depend on instrument type and this field will be blocked if the payment is made in cash.

Invoice date

Invoice date means the date that an invoice is issued by a party. When the user selects the supplier, invoice date will automatically appear in the field.

Due date

Due date is a date in which the payment is expected or due. When the user set the payment term of a supplier, then due date will automatically appear in the field. User can’t edit or delete the date in this field.

Type

This field shows the type of invoice whether it is purchase invoice or bill.

Item total

Total value of item without the tax will appear in this field.

Tax

This field shows the taxable value of the particular item.

Total

Total amount field shows the total value of the item i.e. item total with tax rate.

Amounts paid

If the user paid any amount to the supplier, it will appear in this field.

Debits applied

This field shows the amount of debits applied. If the user opted debit note, then the amount will appear here.

Balance

This field shows the balance of payment amount that is owed to the supplier.

  TDS

The user can enter the TDS amount in TDS field if required.

Amount

Enter the amount in the amount field that the user wants to pay to the supplier.

Pay full amount

It is the option that appears below the right side of the page, by referring which the user can make payment in full to the supplier. By marking Pay full amount menu, user can make full payment.

 Save

Click on the Save menu to save the details that entered and to create payment.

 Clear

Clear menu is for clear or removing the entire data entered by the user.

 Exit

Exit menu is using for go to the previous page without saving the payment made form.

2.Supplier Advance

Supplier advance is one of the payment types that is included in Add New menu. In this type of payment, the user can select a supplier and can pay a sum of amount as advance without purchasing any item. User can pay the amount as advance to supplier and it can be adjusted on purchase invoice.

Supplier Advance

 Fields

 Description

Reference number

Reference number helps the user to identify transactions in records. It will automatically appear in the form and user can’t edit the reference number, as it will be the continuation of the previous payment form.

 Supplier

Select the supplier that user want to make payment to. By clicking on the select option, list of suppliers will appear and the user can select the supplier. If the user want to add a new supplier, it can be done by clicking on the + menu.

Address

It includes the address of the Supplier. When the user selects the supplier, address of the selected supplier will automatically appear on the field and user can’t make any edit in this field.

 Phone number

When the user selects the supplier, the phone number details of the supplier will automatically appear in the field.

 GSTIN

If the supplier is Registered Business or Special economic Zone, the GST number will automatically appear in the field. Supplier whose GST treatment is Overseas or Unregistered party the GSTIN field becomes inactive.

Email

It shows the email id of the selected supplier. User can’t enter anything on this field.

State

When the user selects the supplier, then the State of the supplier will automatically appear in this field.

 By account

Here the user needs to select the account type for the payment i. e. by account or by cash.

 Date

Date will automatically appear on the date field and it may be current day date. If the user want to change the date, it can be done by clicking on the date menu and select the required date

 Party name

User can enter a party name in this field.

 Instrument type

User need to select the instrument type that using for make payment. It includes cash, bank transfer, cheque etc.

Bank name

User can enter the Bank name in this field excluding cash payments. Bank name will be dependent on instrument type and this field will be blocked if the payment term is made by cash.

Instrument number

This field is to enter the instrument number of the payment instrument. If the user selects the instrument as cash, then the instrument number field will be blocked and user need not enter any number. User can enter the instrument number in this field excluding payments made in cash.

Instrument date

This field is to set the date of the payment of instrument.  User can select or set the date in this field excluding cash payments.

 Amount

Enter the amount user has to pay the supplier in the amount field.

 Narration

Here user can add additional explanation regarding the payment

 Save

Click on the Save menu to save the details entered and to create payment.

 Clear

Clear menu is for clearing or removing the entire data entered by the user.

 Exit

Clear menu is for clearing or removing the entire data entered by the user.

3.Opening Setoff

Opening setoff is the third type payment that is available in the Add New payment made option. This type of payment is using for Setting off the Supplier Opening balance. When the user selects a supplier, then it shows the details of that Supplier’s opening balance, already adjusted amount and the balance amount to setoff. User can enter the amount to be adjusted in the field to set off the balance amount.

Opening Setoff

  Fields

  Description

Reference number

Reference number helps the user to identify transactions in records. It will be automatically appear in the form and user can’t edit the reference number, as it will be the continuation of the previous payment form.

Date

Date will automatically appear on the date field and it may be current day date. If the user wants to change the date, it can be done by clicking on the date menu and then selecting required date.

Supplier

Select the supplier that user want to make payment to. By clicking on the select option, list of suppliers will appear and user can select the supplier. If the user want to add a new supplier, it can be done by clicking on the + menu.

Phone number

When the user selects the supplier, the phone number details of the supplier will automatically appear in the field.

GSTIN

If the supplier is Registered Business or Special economic Zone the GST number will be automatically appear in the field. Supplier whose GST treatment is Overseas or Unregistered party the GSTIN field becomes inactive.

By Account

Here the user needs to select the account type for the payment i.e. by account or by cash.

Narration

Here user can add additional explanation regarding the payment

Instrument type

User need to select the instrument type used for make payment. It includes cash, bank transfer, cheque etc.

Instrument date

This field is to set the date of the payment instrument.  User can select or set the date in this field excluding cash payments

Instrument number

This field is to enter the instrument number of the payment instrument. If the user selects the instrument as cash, then the instrument number field will be blocked. User can enter the instrument number in this field excluding the case of cash payments.

Bank name

User can enter the Bank name in this field excluding the case of cash payment. Bank name will be depend on instrument type and this field will be block if the payment term is by cash

Supplier Opening balance

When the user selects the supplier, then the Supplier Opening balance will automatically appear in the field.

Already Adjusted amount

It shows the amount that is already adjusted towards the supplier.

Balance amount

When the user select a supplier, then the balance amount will be shown in the field.

Amount to be adjusted

User can enter the amount for balance adjustment.

Save

Click on the Save menu to save the details entered and to create payment.

Exit

Clear menu is for removing the entire data entered by the user.

4.Export

The Payment made list can be exported to Excel format. Click the Export button at the top right corner near the +New button. Select the file location and click Save.

 

 5.View

View menu enable the user to view the Payment made form that already created.

 

Menus Available in Payment made view

         It consists of various menus and it shows the form of Payment made.

 

Payment Made View

  Fields

                   Description

New Supplier payment

If the user wants to create a new payment from Payment made view option, it is in the menu option to create new Supplier payment. User can create a new payment form by clicking the new Supplier payment option.

 

    

Refresh

If latest data is not displayed, it can be done by click on the refresh icon on the top right corner of the page to fetch the new data.

 

            

View Journal

It is the menu that shows the journal view of the transaction.

 

              

History

This menu helps the user to obtain the history details of the purchase made. 

              

There are two tabs in the Bill history- Comments & History and Payments.

 

Comments & history tab shows the edits or correction work if any that were done date-wise and user can add comments in the comment box if required.

 

Payment tab of history menu shows the complete details of payment history. User gets the payment details including date, payment number, reference number, payment mode and total paid amount.

 

  

 

Zoom In

User can use zoom in menu to magnify the Payment made view screen if required. It enables the user to make the payment made view in bigger size at multiple levels.

 

Zoom out

Zoom out menu enable the user to minimize the view form from bigger to smaller size.                  

Paper size

There are three types of paper size menus available on the top side of the bill view form. The user can select appropriate paper size format from paper size A4, paper size A5 or paper size letter.

Edit

Edit menu helps the user to edit or correct the details that entered in the Payment form and can save again after it. When click on the edit menu, the screen will goes to previous window of new Payment made form.               

Export to PDF

This menu enable the user to export the Payment made form to PDF format and can save in the system. 

               

When the user click on the PDF menu, a new tab will appear for save the file. Then user can select the location to save the file; can set a name and click on save button to save the file as PDF format.

Print

If the user want to take the print out of the created Payment made form, it can be done by using the menu Print on the top right side of the Payment made view. When user click on the print menu, a new tab will appear on the screen and it contains the details regarding the print. User can set the page range, page height, width and can enter the required number of copies here. By clicking on the Print button, user gets the print out of the payment made form.

Email

Email menu enable the user to send the Payment made form directly to the suppliers.

                           

By clicking on the Email menu, a new tab will appear that details of sending mail.  It include To id, CC, subject and content.

 

On clicking the mail menu, the email id of the Supplier will automatically appear on the ‘To’ field. If the user wants to change the email id then it can be done by removing the id and entering a new one. User can also enter CC if required and can add additional description as needed.

If the user wants to change the Email template, it can be done from Email template in Settings.

 

Need to mark the option attachment for sending the payment made form with Email.  After clicking Send, the mail will be sent to the selected supplier.

 

More Options

This menu includes cancel option of the Payment. User can cancel the payment by clicking on the cancel option.

 

 

6.More Settings

Settings menu enable the user to Edit the created payment made form, to View, to Export to PDF and to Print the Payment made form.

 

7.Cancelled

User can easily identify the cancelled payments by using color format. Cancelled payments are indicated with red color. 

 

8.Pagination Control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. By giving page number in the box and clicking on Go button, user can jump to the entered page.    

 

  

 

 

Frequently Asked Questions?

01How can I create a new payment in Purchase module?

  • Click on the Purchase module and select Payments Made option
  • Then select the menu +New on the top right side of the screen
  • When you click on add new menu, three types of payment options will appear and you can select required payment type
  • After select the payment type, enter the details of the supplier, payment mode, amount of payment etc.
  • Click on the Save button to save or make the payment

02What are the types of payment options available in Payment Made?

In the Payment Made, there are three types of Payment options are available. By clicking on the +New menu, three type of payment options appear. They are Supplier Payments, Supplier Advance and Opening Set Off.

03Is it possible to export the payment made form to PDF format?

Yes. You can export the payment made form to Pdf format.

  • Click on the Purchase module and select Payments Made option
  • Then select the menu +New on the top right side of the screen.
  • Enter the payment details and click on save option to create payment.
  • Payment made view consist of various menus including Export to PDF.
  • Click on the Export to PDF icon on the top side of the payment made form.
  • A new tab will appear for save the file. Then you can select the location to save the file; can set a name and click on save button to save the file as PDF format.

04How can I view the journal entry of Payment made?

  • Click on the Purchase module and select the option Payment Made.
  • Click on the menu, Add new payment on the top right side of the page and need to enter the details to create a new payment.
  • Click on the save option to create new payment and it opens to payment made view.
  • Payment Made View consist of various menus including View Journal.
  • Click on the View Journal icon on the top side of the Payment Made View and it shows the journal entry of the payment made.

05Can I cancel a payment after created it?

Yes. You can cancel the created payment by following steps.

  • Click on the Purchase module and select the option Payment Made.
  • Payment made search shows all the created payment invoices. Click on the View icon to open the Payment Made View.
  • Payment Made View consist of various menus including more options menu. Click on the more options menu and select the option Cancel.
  • Then opens the cancel tab and enter the reason for cancellation.
  • Click on Ok to cancel the payment.