Payments received

Payments received

Payments received in ACCOXI deals with the receipt of payments from the customers for the occurred sales. It also includes any advance payments made by customers and setting off opening balances.

Payment

Key Features:

  • Displays all the payments received in a single window.
  • Can filter payments from a single customer
  • Can enter transactions on advance payments from the customers
  • Option to setoff opening balances of the customer

Payments Received

User can access the payments received window from Sales ModuleàPayments Received. From the Payments Received search window, user can make new customer payments, advance payments and opening set off.

PAYMENTS RECEIVED SEARCH

Payments received search shows all the payments received data in a single window enabled with options like iltering, exporting, editing, printing etc.

 

DATA AVAILABLE IN PAYMENT RECEIVED SEARCH TABLE

FIELD

DESCRIPTION

#

The serial number of the data in the table is displayed here

DATE

The date of transaction of payment received is shown here

REF NO.

The reference number of the payment received transaction is shown in this column

PARTY NAME

The party name of the payment received transaction will appear in this section

TYPE

The type of transaction shown here might be customer payment , opening set off or customer advance

APPLIED INVOICES

The invoice number from where the amount received is shown in this column

User can double click the applied invoice column. An “Applied Invoice” pop up window will be open and click the “Eye” button to receive more details about the invoice.

AMOUNT RECEIVED

The amount received from the transaction is shown here

UNUSED AMOUNT

Any unused amount of customer advancement will be shown in this section.

Payments Received Search

B.1.FILTER:

1.Filter of Payments received search can be done in two ways- either user can directly enter the party name & reference number into the Search Bar near filter option or by clicking the filter drop down. You can filter the data by Party Name & Reference Number

2. There is also an option available to filter the data by selecting the “By Date” and the data can be filtered according to the “date from or date to “of the transaction. There is also an option to filter according to status which includes active and cancelled transactions.

B.2.NEW OPTION:

   

The new option in payments received window gives the user to access the customer payment menu, customer advance option and opening setoff option.

 

2.1 CUSTOMER PAYMENT:

Customer payment option deals with entering the transaction of any payments made by the customer

Steps to make new customer payment

  • Go to sales module and select payments received option and from payments received search menu select new button and click on customer payment
  • It will redirect the user to customer payments menu
  • In that, first select the customer and his details will automatically appear
  • Then select date of the payment and mode of account payment which is cash or through bank.
  • Then select the instrument type like cash, cheque/DD etc.
  • If an instrument is chosen other than cash, user should enter instrument details.
  • Enter narration to the transaction made
  • By selecting a customer his remaining balance payments will appear and enter TDS and amount in the respective columns
  • After entering the relevant details, click Save.

Customer Payments

FIELDS

DESCRIPTION

Ref Number

The reference number of the customer payment is automatically generated. This will be useful for filtering data and easy identification

Customer

 

The customer who is making the payment should be selected by the user from the customer drop down list.

 

The + button can be used to add new customer from this window itself. It will redirect the user to new customer window.

The refresh button helps the user to refresh the customer drop down list and to view the changes made in the list

Phone number

It is automatically fetched by ACCOXI while the user selects a customer

GSTIN

It is automatically fetched by ACCOXI while the user selects a customer

Date

User should select the date of transaction. By default ACCOXI fetches the date when the user enter the transaction to the system

By account

 

User should select the mode of account which is cash or through bank.

 

The + button can be used to add new ledger account. It will redirect the user to new ledger window.

The refresh button helps the user to refresh the by account drop down list and then view the changes made in the list

Narration

Enter narration to the transaction made

 

Instrument type

 

User should select the type of instrument used for payment.

If the instrument is cash the next columns like instrument number, date and bank name will be blocked.

Instrument NO.

Enter the instrument number if the payment is made through bank instruments

Instrument Date

Enter the instrument date of payment

Bank name

Enter the name of the bank through which the payment is made.

#

Serial number of the transactions in the table

Inv. number

Represents the invoice number of credit transactions made with the customers.

Due date

The due date column represents the payment due date of the transaction made with the customer.

Item total

Represents the total amount of the item

Tax

The tax amount of the invoice is represented here

Amount paid

The due amount paid by the customer is shown here.

Credits applied

Any credits applied amounts are represented in this column

Balance

The balance amount after adjusting tax, amount paid and credits applied will show here.

TDS

Enter the amount of TDS in this column

Amount

Enter the amount being paid from the customer in this column

Pay full amount

 

User can opt to pay full option if the customer is paying the entire amount due.

Save

This button is used to save the payments made and it will redirect to send mail window and to payment received view window

Clear

It can be used to clear all the data entered in the customer payment window.

Exit

This button is used to exit from the present window without saving the data entered.

SEND MAIL WINDOW

After clicking save button in customer payments window, it will redirect the user to Send Mail window where the user can send email to the customer or stake holder about the payment received by the business.

After saving the payments received window, a send mail window will pop up. Here the user can send the mail to the customer (where ACCOXI fetches customer mail as “TO” address by default) or any other person.

 

Fields

Description

To

The address of the recipient of the mail i.e.  by default the customer mail address will appear

CC

To include other people as mail recipients

Subject

Will automatically fill with details of invoice number and name of the organization

Content

Payment revived content is a predefined format. User can change it in the EMAIL template settings

Font and paragraph edit

To edit the font and paragraphs these options can be used.

Attachment

User can attach PDF files to the mail

Send

Click the send button to send the mail

Cancel

Click cancel button to close the window without saving.

MENU’S AVAILABLE IN PAYMENTS RECEIVED VIEW:

Payment Received View

FIELDS

DESCRIPTION

1.New Customer payment

 

 

 

A new customer payment redirects the user to Create New Customer payment window.

2..Refresh

 

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

3. 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, it jumps to the said page.

 

4.History

 

 

This menu helps the user to obtain the history details of the customer payments.

 

 

OPTIONS AVAILABLE IN HISTORY WINDOW

·         Comments and history shows all the edits and alterations of the customer payment. With the date of changes made, user can enter any comments regarding the payment received.

 

 

·         Payments shows the details about the payments received with date of payment, reference number, invoice number, account type and amount.

 

 

 

 

5.VIEW JOURNAL

 

 

 

 

 

It is the menu that shows the journal view of the transaction. Journal view shows both debit and credit aspects of the amount.

 

 

6. Zoom in and out

 

 

 

 

 

This menu helps the user to adjust the view enlarged/reduced page size of the payments received

7. Page size

 

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

 

8. Edit

Edit menu helps the user to edit or correct the details that are entered in the payments received

9. Export to PDF

If the user wants to convert the payments received to PDF format, then export to PDF option is available.

After clicking export to pdf, a save as directory option will appear and the user can opt the pdf file saving location

10. Print

Print menu helps the user to print the payments received if required.

After clicking the print button it will redirect to print options where the user can select the printer, number of copies to take etc.

 

11.EMAIL

After saving the payments received window, a send mail window will pop up. Here the user can send the mail to the customer (where ACCOXI fetches customer mail as “TO” address by default) or any other person.

 

 

12.More  Features

 

In More features option user can cancel the payment received receipt.

By clicking cancel, a validation message will pop up. Then click “YES” to cancel the receipt and click “NO” to camcel and close the option.

 

 

13.EXIT

To close the customer payment view window, user can click the exit button.

2.2 CUSTOMER ADVANCE:

Customer advance option deals with entering the transaction of any advances made by the customer

Steps to make new customer advance

  • Go to sales module and select payments received option and from payments received search menu, select new button and click on customer advance
  • It will redirect the user to customer advance menu
  • In that first select the customer and his details will be automatically appear
  • Then select date of the payment and mode of account payment i.e. cash or through bank.
  • Then select the instrument type like cash, cheque / DD etc.
  • If an instrument is chosen other than cash, user should enter instrument details.
  • Enter narration to the transaction made
  • Then select the tax rates and advance amount and save the data

Customer Advance Payment

FIELDS

DESCRIPTION

Ref Number

The reference number of the customer advance payment is automatically generated. This will be useful when filtering data for easy identification

Customer

The customer who is making the payment should be selected by the user from the customer drop down list.

The + button can be used to add new customer from this window itself it ill redirect the user to new customer window.

The refresh button helps the user to refresh the customer drop down list and to view the changes made in the list

Phone number

It is automatically fetched by ACCOXI while the user selects a customer

GSTIN

It is automatically fetched by ACCOXI while the user selects a customer

EMAIL

It is automatically fetched by ACCOXI while the user selects a customer

STATE

It is automatically fetched by ACCOXI while the user selects a customer

Date

User should select the date of the transaction. By default ACCOXI fetches the date when the user enter the transaction to the system

By account

User should select the mode of account which is the accounts like cash or through bank.

The + button can be used to add new ledger account. It ill redirect the user to new ledger window.

The refresh button helps the user to refresh the by account drop down list and to view the changes made in the list

Instrument type

User should select the type of instrument used for the payment.

If the instrument is cash the next columns like instrument number, date and bank name will be blocked.

Party Name

User can enter the name of the party who is making the advance payment. By default ACCOXI fetches name of the customer. User can change if he wants.

Instrument NO.

Enter the instrument number if the payment is made through bank instruments other than cash

Instrument Date

Enter the instrument date if the payment is made through bank instruments other than cash

Bank name

Enter the name of the bank through which the payment is being made.

Narration

Enter narration to the transaction made

 

TAX

Select the percentage of tax in this column

Amount

Enter the advance amount being paid from the customer in this column

Save

This button is used to save the advance payments made and it will redirect to payment received view window

Clear

It can be used to clear all the data entered in the customer advance payment window.

Exit

This button is used to exit from the present window without saving the data entered.

OPTIONS AVAILABLE IN PAYMENT RECEIVED VIEW:

Payment Received View (1)

FIELDS

DESCRIPTION

1.New Customer payment

 

 

A new customer payment redirects the user to new customer payment window.

 

2..Refresh

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

3. 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, it jumps to the said page.

 

4.History

 

 

This menu helps the user to obtain the history details of the customer payments.

 

OPTIONS AVAILABLE IN HISTORY WINDOW

·         Shows all the edits and alterations of the customer payment with date of the changes made. User can enter any comments regarding the payment received here

 

 

·         Shows the details about the payments received with date of payment, reference number, invoice number, account type and amount.

 

 

 

5.VIEW JOURNAL

 

 

It is the menu that shows the journal view of the transaction. Journal view shows both debit and credit aspects with corresponding amount.

 

 

6. Zoom in and out

 

 

 

 

 

 

This menu helps the user to adjust the view size of the payments received

Zoom out button enable the user to reduce the view size and zoom in increases the view size of the payments received

 

7. Page size

 

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

 

8. Edit

Edit menu helps the user to edit or correct the details that are entered in the payments received.

                                                      

9. Export to PDF

 

 

 

 

 

If the user wants to convert the payments received to PDF format, then export to PDF option is available.

 

After clicking export to pdf, a save as directory option will appear and the user can opt the pdf file saving location

 

10. Print

Print menu helps the user to print the payments received if required.

After clicking the print button it will redirect to print options where the user can select the printer, number of copies to take etc.

 

11.EMAIL

 

After saving the payments received window a send mail window will pop up. Here the user can send the mail to the customer (where ACCOXI fetches customer mail as “TO” address by default) or any other person.

 

 

 

 

12.More  Features

 

In more features option user can cancel the payment received receipt.

By clicking cancel a validation message will pop up then click “YES” to cancel the receipt and click “NO” to close the option or not to cancel

 

 

 

13.EXIT

To close the customer payment view window user can click the exit button.

2.3 OPENING SET OFF:

Opening set off option deals setting off with any previous year opening balances of the customer.

Steps to make Opening balance setoff:

  • Go to sales module and select payments received option. From payments received search menu, select new button and click on Opening balance setoff
  • It will redirect the user to customer Opening balance setoff menu
  • In that, first select the customer and his details will automatically appear
  • Then select date of the setoff and mode account payment which is cash or through bank.
  • Then select the instrument type like cash, cheque/DD etc.
  • If an instrument is chosen other than cash, user should enter instrument details.
  • Enter narration of the transaction made
  • By selecting a customer his opening balance and already adjusted amount will appear and user can set off the remaining balance of the customer by entering amount in the amount to be adjusted column
  • Finally click save.

Opening Balance Setoff

FIELDS

DESCRIPTION

.Ref Number

The reference number of the customer opening balance set off is automatically generated. This will be useful when filtering data for easy identification

.Customer

The customer whose opening balance is to be adjusted should be selected by the user from the customer drop down list.

The + button can be used to add new customer. It will redirect the user to new customer window.

The refresh button helps the user to refresh the customer drop down list and to view the changes made in the list

.Phone number

It is automatically fetched by ACCOXI while the user selects a customer

.GSTIN

It is automatically fetched by ACCOXI while the user selects a customer

.Date

 

 

 

 

User should select the date of the transaction. By default ACCOXI fetches the date when the user enter the transaction to the system

.By account

User should select the mode of account payment which is cash or through bank.

The + button can be used to add new ledger account. It will redirect the user to new ledger window.

The refresh button helps the user to refresh the by account drop down list and to view the changes made in the list

.Narration

Enter narration for the transaction made

 

.Instrument type

User should select the type of instrument used for the payment.

If the instrument is cash the next columns like instrument number, date and bank name will be blocked.

.Instrument NO.

Enter the instrument number if the payment is made through bank instruments other than cash

.Instrument Date

Enter the instrument date if the payment is made through bank instruments other than cash

.Bank name

Enter the name of the bank through which the payment is being made.

Customer opening balance

It is automatically fetched by ACCOXI while the user selects a customer

Already adjusted amount

Shows any previous opening balance set off amounts

Balance amount

Shows the remaining balance of the customer after previous adjustments

Amount to be adjusted

Customer can enter the new amount to be adjusted in this column.

Save

This button is used to save the opening balance set off and user will be redirected to customer opening set off view window

Clear

It can be used to clear all the data entered in the customer opening balance window.

Exit

This button is used to exit from the present window without saving the data entered.

MENU’S AVAILABLE IN CUSTOMER OPENING SETOFF VIEW:

Opening Balance Setoff View

FIELDS

DESCRIPTION

 

1.History

 

This menu helps the user to obtain the history of the details of the customer opening set off.

 

OPTIONS AVAILABLE IN HISTORY WINDOW

·         Comments and history shows all the edits and alterations of the customer opening set off with date of the changes made. User can enter any comments regarding the set off here

 

 

 

 

 

 

2.VIEW JOURNAL

 

 

 

 

It is the menu that shows the journal view of the transaction. Journal view shows both debit and credit aspects with corresponding amount.

 

 

3. Zoom in and out

 

 

 

 

 

 

This menu helps the user to adjust the view size of the customer opening set off

Received to enlarged or reduced size versions.

 

4. Page size

 

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

 

5. Export to PDF

 

 

 

 

If the user wants to convert the customer opening set off to PDF format, then export to PDF option is available.

 

After clicking export to pdf, a save as directory option will appear and the user can opt the pdf file saving location

 

6. Print

Print menu helps the user to print the customer opening set off if required.

After clicking the print button it will redirect to print options where the user can select the printer, number of copies to take etc.

7.More  Features

 

In more features option user can cancel the customer opening set off.

By clicking cancel, a validation message will pop up. Then click “YES” to cancel the receipt and click “NO” to cancel and close the option.

 

8.EXIT

 

 

To close the customer opening set off view window user can click the exit button.

B.3.Refresh:

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

 

B.4.Export:

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

 

B.5.Color filter:   

The cancelled payment received appears in the payment received search window. It will be in red color so the user can easily identify it.

 

B.6.View icon: This icon redirects the user to corresponding transaction view window

 

B.7.More option

You can edit, view, export to PDF and print the payment received details if required using the more icon.

  • EDIT option redirects the user to corresponding transaction edit window where the user can update the data
  • View option redirects the user to corresponding transactions detailed view where the user can view the corresponding transaction details entered.
  • Export to PDF: If the user wants to convert corresponding transactions to PDF format, then export to PDF option is available.
  • Print: Print menu helps the user to print the corresponding transactions if required.

 

B.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 said page.

 

B.9.Exit

Below the pagination control, there is exit button. If you want to exit the payment received search page, click on exit button.

Frequently Asked Questions?

01How to export the Payments Received data?

  • Go to Sales Module => Payments Received => Payments Received search opens
  • Click on the Export button at the top right corner near the +New button. Select the file location and click on save.

02How do I filter my Payments Received data?

  • Go to Sales Module => Payments Received => Payments Received search opens

 

Filter option is available below the payments received search bar at the left hand side. Payments received can be filtered based on party name, ref.no. Status etc. Either you can give any of the said criteria directly into the search bar near filter option or by clicking the filter down arrow option you can give the details into the fields directly.

03How can I view the history of Payments Received?

  • Go to Sales Module => Payments Received => Payments Received search opens
  • Click on the eye button on the corresponding payments received which is located in the right end side. Eye button represents the view of receipts.
  • Then user will be redirected to payments received view window from there click on the history button.
  • This menu helps the user to obtain the history details of the customer payments.

OPTIONS AVAILABLE IN HISTORY WINDOW

  • Shows all the edits and alterations of the customer payment with date of the changes made user can enter any comments regarding the payment received here
  • Shows the details about the payments received with date of payment, reference number, invoice number, account type and amount.

04How to cancel a Payment Received?

  • Go to Sales Module => Payments Received => Payments Received search opens
  • Click on the eye button on the corresponding payments received which is located in the right end side. Eye button represents the view of receipts.
  • Then user will be redirected to payments received view window from there click on more options => cancel.
  • By clicking cancel a validation message will pop up then click “YES” to cancel the receipt and click “NO” to close the option or not to cancel

 

05How do I create a new Customer Payment?

  • Go to Sales Module and select Payments Received option and from Payments Received search menu select new button and click on customer payment
  • It will redirect the user to Customer Payments menu
  • In that first select the customer and his details will be automatically appear
  • Then select date of the payment and mode of account payment which is cash or through bank.
  • Then select the instrument type like cash, cheque/DD etc.
  • If an instrument is chosen other than cash, user should enter instrument details.
  • Enter narration to the transaction made
  • By selecting a customer his remaining balance payments will appear and enter TDS and amount in the respective columns and click save.