Customer Payments List
The Customer Payment List displays all payment transactions recorded in the system. This view allows users to track collections, manage unallocated funds, and perform administrative actions like editing or voiding payments.
Filters Section
Filters allow you to narrow down the payment records to find specific entries quickly:
- Reference: Enter a specific payment reference number to locate a single transaction.
- Customer: Select a customer from the dropdown list to view only their payment history.
- Date: Filter payments within a specific date range.
- Cashier: Filter transactions based on the specific cashier who recorded the payment.
- Branch: Select a specific branch to view localized payment data.
- Status: Filter payments by their current state, such as Allocated or Unallocated.
New Customer Payment
Next to the search button is the + New Customer Payment button. Clicking this button opens the payment entry form to record a new transaction.
Customer Aging Summary
When a specific customer is selected in the filter, the system displays an aging summary to help you understand their outstanding debt profile:
- Current: Displays the total amount due for transactions within the current billing cycle.
- 1-30 Days: Shows the total balance that is overdue by 1 to 30 days.
- 31-60 Days: Shows the total balance that is overdue by 31 to 60 days.
- Over 60 Days: Displays the total balance that has been outstanding for more than 60 days.
- Total Balance: The cumulative amount currently owed by the customer across all aging periods.
Payment Table
The table displays the results based on your active filters:
- Type: Identifies the transaction as a Customer Payment.
- # (Reference): The unique reference number for the payment. Clicking this number opens the detailed view of the transaction.
- Date: The date the payment was recorded in the system.
- Branch: The branch associated with the payment.
- Amount: The total value of the payment received.
- Balance: The remaining unallocated amount of the payment.
- Status: Indicates if the payment is fully allocated to invoices or remains unallocated.
More Options (Action Menu)
Each payment entry has a More dropdown menu providing the following actions:
- GL: Opens a view of the General Ledger entries, showing the specific debits and credits created by the payment.
- Edit: Allows you to modify the payment details if the transaction has not been finalized or based on user permissions.
- Mail: Directly email the payment receipt to the customer.
- Print: Generate a physical or PDF copy of the payment receipt.
- Allocate: Open the allocation screen to link the payment to outstanding sales invoices.
- Void: Cancel the transaction. This will reverse the financial impact on the customer's balance and the General Ledger.
Payment Status
- Unallocated: No portion of the payment has been linked to an invoice.
- Allocated: The payment amount has been fully applied to outstanding invoices.
- Partially Allocated: Only a portion of the payment has been linked to invoices, leaving a remaining balance.