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How to Add Payment Made

Overview​

Recording a payment made tracks outgoing payments to suppliers, links them to specific bills, and updates accounts payable. This guide covers single bill payments, multi-bill payments, and partial payment scenarios.

Prerequisites​

Before recording payment:

  • User has "Create Payment" permission
  • Supplier bills exist with Open/Unpaid status
  • Bank account configured in system
  • Payment mode selected (IMPS/NEFT/etc.)
  • Sufficient bank balance verified

Step-by-Step Guide​

Step 1: Navigate to Add Payment​

  1. Click Purchase from sidebar
  2. Select Payments Made from submenu
  3. Click Add Payments Made button (blue plus icon)
  4. Add Payment form opens

Step 2: Select Supplier​

Supplier Name Field:

  • Click dropdown or start typing
  • System shows all active suppliers
  • Type to filter by name or code
  • Select correct supplier

Auto-Population After Selection:

  • Supplier address and GST details load
  • System fetches all unpaid/partially paid bills
  • Bills appear in "List of Bills" table below

Step 3: Configure Payment Header​

Payment ID:

  • Auto-generated by system
  • Format: PM-1001, PM-1002, etc.
  • Editable if needed (icon allows modification)
  • Use unique ID for tracking

Payment Date:

  • Select date payment is made
  • Format: mm/dd/yyyy or dd/mm/yyyy
  • Defaults to today
  • Can backdate if recording past payment

Payment Mode:

  • Dropdown shows: IMPS, NEFT, RTGS, Credit Card, Cheque, Cash, Bank Account
  • Select actual mode used for payment
  • Determines "Paid Through" options

Paid Through:

  • Dropdown shows configured bank accounts
  • Lists: Bank Account, ICICI Bank Account, Cash on Hand, Undeposited Funds
  • Select account from which payment is made
  • Critical for bank reconciliation

Reference#:

  • Optional field for external reference
  • Enter bank transaction ID, UTR number, or cheque number
  • Useful for reconciliation
  • Can be added later after bank confirmation

Payment Amount:

  • Shows total amount being paid
  • Auto-calculates as you select bills
  • Can type to search/filter
  • Shows running total: 0 initially

Step 4: Select Bills to Pay​

List of Bills Table Columns:

Bill Number:

  • Supplier's bill/invoice number
  • Click to view full bill details
  • Reference for payment allocation

PO#:

  • Purchase order number if linked
  • Shows "-" if no PO
  • Reference only, not editable here

Invoice Due Date:

  • Payment due date from bill
  • Format: dd/mm/yyyy
  • Helps prioritize which bills to pay first
  • Overdue bills show in red (if configured)

Total Amount:

  • Full bill amount
  • Includes all taxes and charges
  • Shows currency symbol (₹)

Pending Amount:

  • Outstanding balance on bill
  • May be less than Total if partial payment made earlier
  • This is the amount you need to pay

Payment Made:

  • Amount you're paying now
  • Editable field - enter amount to pay
  • Can pay full Pending Amount or partial
  • System updates as you type

Asset:

  • Shows selected "Paid Through" account
  • Updates when you change Paid Through dropdown
  • Confirms which account will be debited

Full Payment Checkbox:

  • Check to pay entire Pending Amount
  • Automatically fills Payment Made field
  • Uncheck for partial payment

How to Select Bills:

For Full Payment:

  1. Locate bill in table
  2. Check "Full payment" checkbox
  3. Payment Made auto-fills with Pending Amount
  4. Payment Amount at top updates

For Partial Payment:

  1. Leave "Full payment" unchecked
  2. Click in "Payment Made" field
  3. Enter amount to pay (less than Pending Amount)
  4. Remaining balance stays on bill

For Multiple Bills:

  1. Repeat above for each bill
  2. Can mix full and partial payments
  3. Payment Amount shows total of all selected
  4. All selected bills must be for same supplier

Step 5: Add Notes (Optional)​

Notes Field:

  • Large text box at bottom
  • Enter payment details, instructions, or reminders
  • Examples:
    • "Payment for October deliveries"
    • "Early payment discount availed"
    • "Paid via IMPS, UTR: 123456789"
  • Not mandatory but helpful for reference
  • Visible in payment details later

Step 6: Review and Save​

Before Clicking Add:

Verify checklist:

  • Supplier name is correct
  • Payment Date is accurate
  • Payment Mode matches actual mode
  • Paid Through is correct bank account
  • All intended bills selected
  • Payment Made amounts are correct
  • Total Payment Amount is as expected
  • Reference number added (if available)

Action Buttons:

Cancel:

  • Discards all changes
  • Returns to Payments Made list
  • No payment recorded

Add:

  • Saves payment to system
  • Updates bill status (Partial Paid/Paid)
  • Reduces Pending Amount on bills
  • Records transaction in ledger
  • Shows success message

Common Scenarios​

Scenario 1: Pay Single Bill in Full​

Situation: Supplier Envogue sent Bill #4 for ₹35,400. Pay full amount via IMPS.

Steps:

  1. Add new payment
  2. Select Supplier: Envogue
  3. Payment Date: Today
  4. Payment Mode: IMPS
  5. Paid Through: ICICI Bank Account
  6. In List of Bills:
    • Find Bill #4
    • Check "Full payment" checkbox
    • Payment Made auto-fills: ₹35,400
  7. Payment Amount shows: ₹35,400
  8. Notes: "Bill #4 - Full settlement"
  9. Click Add

System Actions:

  • Creates Payment PM-1002
  • Bill #4 status: Open → Paid
  • ICICI Bank Account debited ₹35,400
  • Supplier account credited ₹35,400

Scenario 2: Pay Multiple Bills Together​

Situation: Pay three bills for Envogue totaling ₹188,200 via Bank Transfer.

Steps:

  1. Add new payment
  2. Select Supplier: Envogue
  3. Payment Mode: Bank Account
  4. Paid Through: Bank Account
  5. In List of Bills:
    • Bill #5: Check Full payment (₹23,600)
    • Bill #6: Check Full payment (₹129,800)
    • Bill #7: Check Full payment (₹35,000)
  6. Payment Amount shows: ₹188,200
  7. Reference#: TXN20251006001
  8. Click Add

System Actions:

  • Creates single payment for ₹188,200
  • All three bills marked as Paid
  • Single bank transaction recorded
  • Reduces transaction charges

Scenario 3: Partial Payment on Multiple Bills​

Situation: Limited cash flow. Pay ₹50,000 towards two bills with pending amounts of ₹35,400 and ₹23,600.

Steps:

  1. Add new payment
  2. Select Supplier: Envogue
  3. Payment Mode: IMPS
  4. Paid Through: ICICI Bank Account
  5. In List of Bills:
    • Bill #4 (Pending ₹35,400): Enter ₹32,300 in Payment Made
    • Bill #123 (Pending ₹23,600): Enter ₹17,700 in Payment Made
  6. Payment Amount shows: ₹50,000
  7. Notes: "Partial payment - balance in 15 days"
  8. Click Add

System Actions:

  • Payment PM-1003 created for ₹50,000
  • Bill #4: Status changes to Partial Paid, Pending becomes ₹3,100
  • Bill #123: Status changes to Partial Paid, Pending becomes ₹5,900
  • Next payment will show only pending amounts

Scenario 4: Adding Reference After Payment Clears​

Situation: Payment made, but bank UTR number received later.

Initial Steps:

  1. Create payment without Reference#
  2. Save payment
  3. Bank processes payment
  4. Receive UTR: 987654321

Update Steps:

  1. Go to View Payments Made
  2. Find payment in list
  3. Click Edit icon
  4. Add Reference#: 987654321
  5. Save

Field Reference​

Payment Header Fields​

Field NameDescriptionRequiredAuto-Fill
Supplier NameSelect supplier to payYesNo
Payment IDUnique payment identifierYesYes
Payment DateDate of payment transactionYesYes (today)
Payment ModeMethod of paymentYesNo
Reference#Bank transaction ID or cheque numberNoNo
Paid ThroughBank account used for paymentYesNo
Payment AmountTotal amount being paidYesYes (sum of selected bills)

Bill Selection Fields​

Field NameDescriptionEditable
Bill NumberSupplier's invoice numberNo
PO#Linked purchase orderNo
Invoice Due DatePayment deadlineNo
Total AmountOriginal bill amountNo
Pending AmountOutstanding balanceNo
Payment MadeAmount you're paying nowYes
Full PaymentCheckbox to pay full pending amountYes

Tips & Best Practices​

Pro Tips

Always verify "Paid Through" account has sufficient balance before saving payment to avoid failed transactions

Use "Full payment" checkbox for bills you're settling completely to avoid manual entry errors

Record partial payments with clear notes about remaining balance and expected payment date for follow-up

Add reference numbers immediately after receiving bank confirmation to simplify month-end reconciliation

Pay multiple bills to same supplier in one transaction to save on bank charges and processing time

For urgent payments, select IMPS or RTGS modes to ensure same-day credit to supplier account

Review Invoice Due Date column and prioritize overdue bills to maintain good supplier relationships

Troubleshooting​

Issue: Supplier not showing in dropdown

  • Verify supplier exists and is Active
  • Check if supplier has any Open/Unpaid bills
  • Ensure correct spelling when searching

Issue: No bills appearing in List of Bills

  • Confirm supplier has bills with status Open or Partial Paid
  • Check if bills are in different business unit
  • Verify bills are not fully paid already

Issue: Cannot enter amount in Payment Made

  • Ensure bill row is not disabled
  • Verify Pending Amount > 0
  • Check user has edit permission

Issue: Payment Amount not updating

  • Refresh page and try again
  • Verify amounts entered are valid numbers
  • Check browser console for errors

Issue: Full payment checkbox not working

  • Clear Payment Made field first
  • Then check Full payment box
  • Amount should auto-populate

Issue: Cannot select Paid Through account

  • Verify bank accounts configured in Settings
  • Check user has access to selected business unit
  • Ensure account is Active status

Verification​

After clicking Add, verify:

  • Success message appears: "Payment Made has been added successfully"
  • Payment appears in Payments Made list
  • Payment ID generated correctly
  • Bill status updated (Paid or Partial Paid)
  • Pending Amount reduced on bills
  • Payment shows in supplier statement

Need help? Contact support at support@bizconnekt.com