Customer Payment View
The Customer Payment View provides a detailed summary of a specific payment transaction after it has been recorded. It allows users to review header information, check the customer's current details, and manage how the payment is applied to outstanding invoices.
Payment Information
- Payment Number: A unique identifier for the payment (e.g., 159/2026), serving as the primary reference for the transaction.
- Date of Deposit: The official date the payment was recorded or deposited into the bank.
- Created By: Displays the name of the user who entered the payment into the system.
- Created On: The exact timestamp showing when the transaction was first created.
- Salesman: The salesperson associated with the customer or transaction.
- Branch: The specific business unit or location where the payment was recorded.
Document Details
- From Customer: The name of the customer who made the payment.
- Customer Currency: The currency used for the transaction, such as INR.
- Amount: The total value of the payment received.
- Allocated: The portion of the total payment that has already been applied to invoices.
- Into Bank Account: The specific bank or cash account where the funds were deposited.
- Payment Type: The mode of payment used, such as a Cash Account or Savings Account.
- Sales Area: The sales region associated with the transaction.
Customer Details
- Customer Name: The official name of the customer.
- Address: The registered billing or contact address for the customer.
- Contact Number: The phone number linked to the customer account.
- Email: The customer's email address used for communication and digital receipts.
Allocation Tab
This tab shows exactly which invoices have been paid using this specific payment entry.
- Type: The category of the linked transaction, such as a Sales Invoice.
- Reference: The unique ID of the invoice being paid (e.g., INV-2026115).
- Date: The date the linked invoice was created.
- Total Amount: The full value of the linked invoice.
- Left to Allocate: The remaining balance on that specific invoice after this allocation.
- This Allocation: The specific amount from this payment applied to that invoice.
General Ledger Tab
The General Ledger tab provides the accounting breakdown of the payment.
- Account: Shows the specific ledger accounts affected, typically Undeposited Funds (Debited) and Accounts Receivables (Credited).
- Debit/Credit: Displays the balanced financial movement in the system's functional currency.
- Total: The bottom row confirms that the total Debits equal the total Credits, ensuring the ledger is balanced.
Attachments
Users can upload and view documents related to the payment, such as bank deposit slips or payment screenshots, directly from the view page.
Status
A visual indicator appears on the view page to show the current state of the payment:
- Unallocated: No portion of the payment has been linked to an invoice.
- Partially Allocated: Only a portion of the payment has been linked to invoices, leaving a remaining balance.
- Allocated: The entire payment amount has been fully applied to outstanding invoices.
Actions
- Edit: Modify the payment details (subject to user permissions).
- Allocate: Open the manual allocation screen to apply or change how the payment is linked to invoices.
- Print: Generate a physical or PDF copy of the payment receipt.
- Share Link: Create a unique URL to share the payment details digitally with the customer.
- Void: Cancel the payment and reverse all associated ledger entries and allocations.
Allocation Form
The Allocation Form is a tool used for manual debt management and accurate record-keeping. It allows the user to strategically choose which specific invoices to clear first, such as prioritizing high-priority bills or the oldest outstanding debts. If a customer provides a single large payment intended for multiple transactions, this form enables the user to accurately split and apply that amount across all relevant invoices. Additionally, it provides the flexibility to refine balances by adjusting allocations if a payment was originally applied to the incorrect invoice.
Allocation Form Fields
- Transaction Table: Displays all outstanding Sales Invoices and Bank Payments for the selected customer.
- Other Allocations: Shows if any part of the invoice has already been paid by other payment entries to prevent overpayment.
- Left to Allocate: Displays the specific remaining balance for each individual invoice.
- All/None Buttons: Quick actions to either fully pay an invoice with the available funds or clear the current entry for that line.