Payment Module (Improved)

The Improved Payment Module is the financial control center for all outgoing funds. It allows you to record payments to suppliers, workers, or general accounts, manage complex bill-to-bill settlements, and track payment instruments like cheques and bank transfers.

1. Accessing the Payment Dashboard

Navigate to Improved Payment from the main sidebar.

Global Filter Bar

At the top of the dashboard, you can filter the transaction history before viewing reports:

• Company: Select the branch or entity that originated the payments.
• Start Date & End Date: Define the date range for the transaction history.
• Account Type Filter: Narrow down the records by payee type (e.g., show only payments made to Suppliers).
• Click Submit (or the adjacent dropdown action menu) to apply the filters.

Data Reports & Tabs

The dashboard is split into two reporting views:

Tab 1: Payment Report

This is a detailed, itemized ledger of every payment transaction.

• Available Columns: Id, Date, Name (Payee), Agency, Bill (Linked invoice), Type, Amount, Method (e.g., Cash, Bank), Paid Through (Source ledger), Cheque No, and Cheque Date.
• Controls: Toggle column visibility, change row counts, export to CSV/Excel, and use the global or column-level search bars.

Tab 2: Transaction Wise Payment Report

This tab provides a consolidated summary, grouping payments by the method used (e.g., total cash outgoing vs. total bank outgoing).

• Columns: Payment Method, Payment Amount, and UserName (the system user who processed the payments).

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2. Recording a New Payment

Click the blue + Payment button at the top of the page to open the New Payment modal. This dialog handles both simple payments and complex multi-bill settlements.

2.1 Basic Payment Details (Left Column)

• Company & Payment Type: Select the originating company and the recipient category (e.g., Supplier or Worker).
• Name: Type at least 2 characters to search for the payee.
• Date: Transaction date (defaults to today).
• Financial Adjustments:
  • Input any Discount Amount received from the supplier.
  • Input manual Adjustment Amount or Reserve Amount (retention).
• Transaction Amount: The base payment value. You can use the built-in Calculator [calculator icon] for quick math and toggle the Round Off checkbox to clean up decimal values. The Final Amount (read-only) displays the net total.
• Payment Routing:
  • Payment Method: Select how the funds were sent (e.g., Cheque, Online, Bank Transfer).
  • Account: Select your internal bank or cash ledger from which the funds were withdrawn.
• Metadata: Add internal Remarks, a Header Note, or toggle Hold Payment to flag the transaction as pending authorization.
• Upload Image: Attach a photo of the physical receipt, cheque copy, or bank transfer screenshot for auditing.

2.2 Settlement & Bill-to-Bill Adjustment (Right Column)

When you select a payee (e.g., a Supplier) in the left column, the right side of the modal populates dynamically:

• Opening Balance Section:
  • Displays the current historical Opening Balance of the selected party.
  • Use the Opening Balance Payment input and check Payment OB to allocate funds specifically against their historical debt rather than a new bill.
• Bill-to-Bill Adjustment Grid:
  • The system automatically pulls a table of all outstanding, unpaid bills for this supplier.
  • The grid shows the Bill Number, Due Date, and Pending Amount.
  • You can manually type values into the specific rows to allocate your Final Amount precisely against the invoices you wish to settle.

2.3 Finalization

Once all funds are accurately allocated, you have two options to submit the payment:

1. Biometric Save: If your organization requires high security, use the Fingerprint Icon button for biometric authorization.
2. Standard Save: Click the blue Save button to post the transaction to the ledger.