Managing Payments

The Payments module within the Accounts department allows you to track, record, and manage all outgoing payments. This guide covers how to view your payment history, create new payment entries (including standard and post-dated cheques), customize your data entry view, and manage existing payment records.

1. Accessing the Payments Module

To access the payments dashboard, navigate through the main menu:

1. Click on Accounts in the left-hand navigation sidebar.
2. Select Payment from the expanded list.

**[Image: Navigation sidebar showing Accounts menu expanded with Payment selected]**

2. Navigating the Payments Dashboard

The main Payments screen displays a comprehensive list of all your recorded transactions. From here, you can search, filter, and manage these records efficiently.

Filtering and Viewing Records

• Show Entries: Use the dropdown at the top left to adjust how many records are displayed per page (e.g., show 10, 25, or 50 entries at a time).
• Status Filter: Use the "Status" dropdown to filter payments by their current state, such as All, Held, or Approved.
• Branch Filter: If you operate across multiple locations, use the branch dropdown to view payments for All Branches or a specific branch.
• Data Columns: The table provides an overview of each transaction, displaying the Voucher number, Date, Pay Account (e.g., Cash Account), Currency, Total amount, Remarks, Comments, and Status.

Quick Actions

By selecting a payment record using the checkbox on the left side of the row, you can perform bulk or quick actions using the buttons below the table:

• Print: Print the selected payment records directly.
• Export to PDF / Export to Excel: Download the selected records in your preferred format.
• Delete: Remove the selected payment record entirely from the system.

**[Image: Payments dashboard showing the list of transactions, filters, and quick action buttons]**

3. Adding a New Payment

To record a new payment, click the blue + Add New button in the top right corner of the dashboard. This opens the New Payment form.

Step-by-Step Payment Entry

1. Voucher: The voucher number is generated concurrently and automatically by the system.
2. Branch: Select the relevant branch for this transaction (e.g., ABU DHABI).
3. Pay Account: Select the payment method or account from which the funds are being drawn (e.g., Cash Account, specific bank, etc.).
4. Currency: Choose the appropriate currency for the payment (e.g., AED).
5. Date: Set the date the payment was made.
6. Paid By: Specify who made the payment (e.g., Admin, Salesman, Driver). You can select from the dropdown.
7. Remark & Comments (Optional): Enter any additional notes relevant to the transaction.
8. Groupwise Account Head View: Check this box if you want to view a categorized grouping of accounts when searching for the account name later.

Allocating the Payment (Accounts Table)

At the bottom of the form, you must specify where the money is going:

1. Account Name: Select the customer, supplier, or account receiving the payment (e.g., Abu Dhabi Accountability Authority).
2. Payment Towards: Enter a reference, such as an invoice number (e.g., P-70).
3. Amount: Enter the exact amount being paid.
4. Link / Cr/Dr Note & Notes: Add any final details directly related to this specific allocation.
5. Click the Save button at the very bottom of the screen to complete the entry.

**[Image: New Payment form showing standard details, the PDC check section, and the account allocation table]**

4. Customizing the Payment Form (Settings)

You can customize which fields and columns appear on your New Payment form to suit your business workflow.

1. While in the New Payment window, click on the Settings tab (located just above the Accounts table).
2. A list of parameters will appear (e.g., currency, comments, paid_by).
3. Use the toggle switches on the right to enable (green) or disable (gray) specific columns and fields.
4. Click the Save icon to apply your customized view.

5. Viewing, Editing, and Managing Existing Payments

To review or modify a payment that has already been saved, return to the main Payments dashboard.

1. Double-click anywhere on the row of the payment you wish to open.
2. This opens the Payment Overview screen, which is divided into several tabs:
   • Details: Displays the complete payment information and account allocation. From here, you can use the PDF Design dropdown to select a template (e.g., BASIC TEMPLATE) and click Print Payment Advice to print a receipt.
   • Journal Entry: View the accounting journal entries created by this transaction.
   • Notes & History: Add internal notes or review the edit history of this payment.
   • Attachments: Drag and drop, or click to browse and upload supporting documents such as scanned bills, receipts, or invoices directly from your computer.

Editing a Payment

1. While viewing the payment overview, click the Edit button in the top right corner.
2. The screen will change back to the editable form view.
3. Make the necessary adjustments to amounts, dates, or account allocations.
4. Click the blue Update button at the bottom to save your changes.

**[Image: Payment Overview screen showing the Details tab, Print Payment Advice button, and the top-right Edit button]**