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How to View Payments Made

Overview​

The View Payments Made screen displays all recorded supplier payments, allows searching and filtering, shows payment details including linked bills, and provides quick access to payment history for reconciliation and reporting.

Accessing View Payments Made​

  1. Click Purchase from sidebar
  2. Select Payments Made from submenu
  3. View Payments Made tab opens by default
  4. All payment records display in table format

Screen Layout​

Top Action Bar​

Left Side:

  • View Payments Made tab (active)
  • Add Payments Made tab - click to create new payment

Search Box:

  • Type to search across all columns
  • Searches: Supplier Name, Payment#, Payment Mode, Amount
  • Results filter in real-time

Right Side:

  • User profile indicator (BU, HAL)
  • Notification icon
  • User menu

Main Payment List Table​

Column Overview​

ColumnDescriptionSortable
Supplier NameName of supplier paidYes (▲▼)
Payment#Unique payment identifier (PM-1001, PM-1002)No
Payment ModeMethod used (IMPS, Credit card, Bank Account)No
Payment DateDate payment was made (dd-mm-yyyy)Yes (▲▼)
Paid ThroughBank account used for paymentNo
Payment Amount₹0Total paid in this transaction

List of Bills Section:

Table showing all bills included in this payment:

ColumnPurpose
#Serial number (1, 2, 3...)
Bill NumberSupplier's invoice/bill number
PO#Purchase order reference (or "-" if none)
Invoice Due DatePayment deadline for the bill
Total AmountOriginal bill total
Pending AmountBalance before this payment
Payment MadeAmount paid in this transaction

Example Bill Entry:

  • Bill Number: 4
  • PO#: -
  • Invoice Due Date: 30-10-2025
  • Total Amount: ₹35400
  • Pending Amount: ₹32300.00
  • Payment Made: ₹32300.00

This shows a partial payment where ₹32,300 was paid against a ₹35,400 bill, leaving ₹3,100 pending.

Action Menu Options​

Click (⋯) in Action column for:

Available Actions:

Edit:

  • Modify payment details
  • Add/update reference number
  • Adjust notes
  • Cannot change paid amount after bank reconciliation

Download PDF:

  • Export payment voucher
  • Includes all payment details and linked bills
  • Use for records or sharing with supplier

Delete:

  • Remove payment record
  • Only if not reconciled with bank
  • Requires authorization
  • Unlinks bills (status reverts to Open/Partial Paid)

Attach Documents:

  • Upload payment proof
  • Add bank statements
  • Attach correspondence
  • Helps in audit trail

Search and Filter​

Search by Supplier:

  • Type: "Envogue"
  • Shows all payments to Envogue

Search by Payment#:

  • Type: "PM-1001"
  • Shows specific payment

Search by Amount:

  • Type: "32300"
  • Shows payments matching amount

Search by Payment Mode:

  • Type: "IMPS"
  • Shows all IMPS payments

Search is case-insensitive and searches across multiple fields simultaneously

Sorting Data​

Sortable Columns​

Supplier Name:

  • Click ▲ for A-Z sorting
  • Click ▼ for Z-A sorting
  • Helps group payments by vendor

Payment Date:

  • Click ▲ for oldest first
  • Click ▼ for newest first
  • Default: newest on top
  • Use for chronological analysis

Common View Scenarios​

Scenario 1: Find Today's Payments​

Steps:

  1. Open View Payments Made
  2. Click Payment Date column header ▼
  3. Newest payments appear first
  4. Check dates matching today
  5. Review payment details

Use Case: Daily payment processing verification

Scenario 2: Check Payment to Specific Supplier​

Steps:

  1. Use search box at top
  2. Type supplier name (e.g., "Envogue")
  3. Table filters to show only that supplier
  4. View all payments made
  5. Click rows to see bill-wise details

Use Case: Supplier queries, statement reconciliation

Scenario 3: Verify Payment Against Bill​

Steps:

  1. Expand payment detail by clicking row
  2. Scroll to "List of Bills" section
  3. Find bill number in table
  4. Check these columns:
    • Total Amount: Original bill value
    • Pending Amount: Balance before payment
    • Payment Made: Amount paid
  5. Verify calculation: Pending Amount - Payment Made = Remaining Balance

Example:

  • Bill #4: Total ₹35,400
  • Pending before payment: ₹35,400
  • Payment Made: ₹32,300
  • Remaining: ₹3,100 (will show in next bill view)

Use Case: Reconciliation, dispute resolution

Scenario 4: Bank Reconciliation​

Steps:

  1. Download bank statement for month
  2. Open View Payments Made
  3. Sort by Payment Date
  4. Filter date range if needed
  5. For each bank transaction:
    • Find matching Payment# by amount and date
    • Verify Paid Through matches bank account
    • Check Payment Mode matches transaction type
    • Confirm Reference# with bank UTR/transaction ID
  6. Mark reconciled in system (if feature available)

Reconciliation Checklist:

  • Payment Date matches bank date
  • Amount matches exactly
  • Bank account matches Paid Through
  • Reference number verified
  • Supplier confirmed receipt

Scenario 5: Monthly Payment Report​

Steps:

  1. Open View Payments Made
  2. Note date range needed (e.g., 01-09-2025 to 30-09-2025)
  3. Sort by Payment Date
  4. Manually filter or use system filter (if available)
  5. Review columns:
    • Total payments made
    • Payment mode distribution
    • Major suppliers paid
  6. Export if needed for reporting

Analysis Points:

  • Total cash outflow
  • Payment mode preference
  • Supplier-wise payment distribution
  • Average payment size
  • Peak payment dates

Understanding Payment Status​

Payment Lifecycle​

Created:

  • Payment recorded in system
  • Bills linked and updated
  • Not yet processed by bank

In Transit:

  • Bank processing ongoing
  • Payment initiated but not cleared
  • Supplier hasn't confirmed receipt

Completed:

  • Bank transfer successful
  • Supplier confirms receipt
  • Fully reconciled

Failed:

  • Payment rejected by bank
  • Insufficient funds or technical error
  • Needs retry or correction

Key Metrics to Monitor​

For Finance Team​

Daily Monitoring:

  • Payments made today (filter by date)
  • Total cash outflow
  • Pending bank reconciliation
  • Failed/rejected payments

Weekly Review:

  • Supplier-wise payment summary
  • Payment mode distribution
  • Average payment processing time
  • Outstanding reconciliations

Monthly Analysis:

  • Total payments vs budget
  • Early payment discount captured
  • Late payment penalties paid
  • Cash flow trends

For Accounts Payable​

Payment Tracking:

  • Payments processed vs planned
  • Supplier payment schedule adherence
  • Partial payment follow-ups
  • Overdue payment count

Reconciliation Status:

  • Unreconciled payments (no reference#)
  • Bank statement mismatches
  • Supplier confirmation pending
  • Disputed payments

Tips & Best Practices​

Pro Tips

Sort by Payment Date weekly to identify any payments missing reference numbers and update them promptly

Use search to quickly find specific supplier payments when they call with payment queries or disputes

Expand payment details regularly to verify bill-wise allocation matches your payment approval records

Check Paid Through column during bank reconciliation to ensure payments match the correct bank account statement

Review Payment Mode column to analyze payment costs and optimize for lower-fee methods where possible

Download PDF copies of all payments above threshold amount for audit trail and compliance documentation

Cross-verify Pending Amount in bill list with supplier statements monthly to catch any mismatches early

Common Issues & Solutions​

Issue: Payment not showing in list​

Solution:

  • Check search box is empty (clear any filters)
  • Verify date range if filter applied
  • Confirm payment was saved successfully
  • Refresh page (F5 or reload button)

Issue: Cannot expand payment details​

Solution:

  • Try clicking View icon instead of row
  • Check browser console for errors
  • Clear browser cache and retry
  • Verify user has view permission

Issue: Bill not showing in payment detail​

Solution:

  • Confirm bill was selected during payment creation
  • Check if bill was deleted after payment
  • Verify payment saved correctly
  • Contact support if data inconsistency

Issue: Payment amount mismatch​

Solution:

  • Expand payment detail panel
  • Check List of Bills section
  • Sum individual Payment Made amounts
  • Should match Payment Amount in header
  • Report discrepancy if mismatch found

Issue: Reference number missing​

Solution:

  • Click Edit icon on payment
  • Add reference number field
  • Enter bank UTR/transaction ID
  • Save changes
  • Good practice to update within 24 hours

Issue: Wrong Paid Through account​

Solution:

  • Cannot change after reconciliation
  • If before reconciliation: Edit payment, change account
  • If after reconciliation: Contact finance team
  • May need reversal and new payment

Quick Reference Cards​

Reading Payment Row​

Envogue | PM-1002 | IMPS | 06-10-2025 | ICICI Bank | Amount 3500.00
   ↓         ↓       ↓         ↓             ↓            ↓
Supplier  Payment  Mode      Date        Account      Amount
           ID

Understanding Bill Details​

Bill 4: Total 35400 | Pending 32300 | Paid 32300
           ↓              ↓               ↓
    Original Amount  Before Payment  This Payment
         
Remaining = Pending - Paid = 32300 - 32300 = 0 (Fully Paid)

From View screen, you can:

  • Create New Payment: Click Add Payments Made tab
  • Edit Payment: Click edit icon (if not reconciled)
  • View Bills: Navigate to Bills section to see original invoices
  • Check Supplier: Go to Suppliers to verify payment terms
  • Download Reports: Export payment data for analysis
  • Bank Reconciliation: Match with bank statements

Integration with Other Modules​

Bills Module:

  • Payment updates bill status
  • Reduces pending amount
  • Changes Open → Partial Paid → Paid

Supplier Module:

  • Payment adds to supplier history
  • Updates supplier statement
  • Affects supplier aging report

Finance Module:

  • Creates journal entry
  • Updates accounts payable ledger
  • Reflects in cash flow

Reports Module:

  • Feeds into payment analysis reports
  • Contributes to cash flow statements
  • Appears in supplier aging reports

Need help? Contact support at support@bizconnekt.com

Understanding Each Column​

Supplier Name​

  • Displays supplier's registered business name
  • Click supplier name to expand detail panel
  • Grouped if multiple payments to same supplier
  • Sort alphabetically using ▲▼ icons

Payment#​

  • System-generated unique identifier
  • Format: PM-XXXX (e.g., PM-1001, PM-1002)
  • Sequential numbering
  • Used for reference and tracking

Payment Mode​

  • Shows actual payment method
  • Common values: IMPS, NEFT, RTGS, Credit card, Bank Account, Cash, Cheque
  • Helps identify payment type quickly
  • Important for bank reconciliation

Payment Date​

  • Date on which payment was recorded/made
  • Format: dd-mm-yyyy (e.g., 06-10-2025, 30-09-2025)
  • Sort by date to find recent/old payments
  • Use for monthly reporting
  • Bank account or payment source
  • Examples: ICICI Bank Account, Bank Account, Cash on Hand
  • Must match bank statement for reconciliation
  • Tracks which account was debited

Payment Amount​

  • Total payment value with currency (₹)
  • Sum of all bills paid in that transaction
  • Can be full bill amount or partial
  • Right-aligned for easy reading

Action Icons​

Three action icons per row:

  1. View Icon (📄): Opens payment detail panel
  2. Edit Icon (✏️): Modify payment record
  3. More Options (⋯): Additional actions menu

Expanding Payment Details​

How to View Details​

Method 1: Click Row

  • Click anywhere on payment row
  • Detail panel expands below

Method 2: View Icon

  • Click 📄 icon in Action column
  • Same detail panel opens

Detail Panel Sections​

Top Section - Payment Summary:

Left Box:

  • Supplier Name: M/S HINDUSTAN AERONAUTICS LTD
  • GSTIN: 09AAACH3641R1Z5
  • Supplier Address: Full address with city, state, pincode
  • Supplier Initial: Large letter avatar (H)

Right Box:

  • Section Title: Payments Made
  • Payment Date: dd-mm-yyyy format
  • Amount: Total payment with currency (₹32300)
  • Status Indicator: COMPLETED (if applicable)