How to View Payment Received
Overview
The View Payments Received screen displays all recorded customer payments in a searchable table format. You can review payment details, see which invoices were settled, download payment receipts, and track your cash inflows efficiently.
Accessing Payment Received List
Steps:
- Click Sales in left sidebar
- Select Payments Received from submenu
- View Payments Received tab opens by default
- All payment records display in table format
Screen Layout
Top Action Bar
Left Side:
- View Payments Received tab (active)
- Add Payments Received tab - click to create new payment
Search Box:
- Type to search across all columns
- Searches: Customer Name, Payment#, Payment Mode, Amount
- Results filter in real-time as you type
Right Side:
- User profile indicator (BU, HAL)
- Notification bell icon
- User account menu
Main Payment List Table
Column Overview
| Column | Description | Sortable |
|---|---|---|
| Customer Name | Name of customer who paid | Yes (▲▼) |
| Payment# | Unique payment identifier (PAYREC-1004) | No |
| Payment Mode | Method used (RTGS, Credit card, Debit Card) | No |
| Payment Date | Date payment was made (dd-mm-yyyy) | Yes (▲▼) |
| Received On | Date funds credited to account | Yes (▲▼) |
| Payment Amount | Total payment value with currency (₹) | No |
| Action | Quick action icons (View, Edit, More) | No |
Understanding Each Column
Customer Name
- Displays customer's registered business name
- Click anywhere on row to expand detail panel
- Grouped if multiple payments from same customer
- Sort alphabetically using ▲▼ icons
Payment#
- System-generated unique identifier
- Format: PAYREC-XXXX (e.g., PAYREC-1004, PAYREC-1003)
- Sequential numbering
- Used for reference and tracking
Payment Mode
- Shows actual payment method customer used
- Common values: RTGS, NEFT, IMPS, Credit card, Debit Card, Cash, Cheque
- Helps identify payment type quickly
- Important for bank reconciliation
Payment Date
- Date on which payment was recorded/made by customer
- Format: dd-mm-yyyy (e.g., 06-09-2025, 30-09-2025)
- Sort by date to find recent/old payments
- Use for monthly reporting
Received On
- Date funds actually credited to your bank account
- Usually same as payment date for electronic transfers
- May differ for cheques (deposit vs clearance)
- Critical for accurate cash flow tracking
Payment Amount
- Total payment value with currency (₹)
- Sum of all invoices settled in that transaction
- Can be full invoice amount or partial
- Right-aligned for easy reading
Action Icons
Three action icons per row:
- View Icon (📄): Opens payment detail panel
- Edit Icon (✏️): Modify payment record
- More Options (⋯): Additional actions menu
- Download PDF
- Delete
- Add e-way bill (if applicable)
Expanding Payment Details
How to View Details
Method 1: Click Row
- Click anywhere on payment row
- Detail panel expands below that row
Method 2: View Icon
- Click 📄 icon in Action column
- Same detail panel opens
Detail Panel Structure
List of Invoice Section:
When you expand a payment row, a table appears showing all invoices included in that payment:
| Column | Purpose |
|---|---|
| Invoice Number | Invoice identifier (INV-007372, INV-007371) |
| SO# | Linked sales order reference (or "-" if none) |
| Invoice Due Date | Original payment deadline for invoice |
| Total Amount | Original invoice total |
| Pending Amount | Balance that was outstanding before this payment |
| Payment Applied | Amount from this payment applied to invoice |
Real Example from Screenshot:
Payment PAYREC-1004 for AMAR ENTERPRISES (₹3,29,531.52) shows three invoices:
Invoice 1:
- Invoice Number: INV-007372
- SO#: -
- Invoice Due Date: 04-10-2025
- Total Amount: ₹11,800
- Pending Amount: ₹11,800
- Payment Applied: ₹11,800
Invoice 2:
- Invoice Number: INV-007371
- SO#: -
- Invoice Due Date: 04-10-2025
- Total Amount: ₹3,17,495.52
- Pending Amount: ₹3,17,495.52
- Payment Applied: ₹3,17,495.52
Invoice 3:
- Invoice Number: BILL-1059
- SO#: SO-1003
- Invoice Due Date: 03-10-2025
- Total Amount: ₹236
- Pending Amount: ₹236
- Payment Applied: ₹236
This shows one payment settling three complete invoices totaling ₹3,29,531.52.
Viewing Full Payment Details
Opening Payment Detail View
Click the View Icon (📄) or click the row, then click the expanded payment detail area to open full payment record view.
Detail View Sections:
Top Section - Customer & Payment Summary
Left Box - Customer Information:
- Customer Name: M/S HINDUSTAN AERONAUTICS LTD
- GSTIN: 09AABC3641R1Z5
- Customer Address: Full address with city, state, pincode
- Customer Initial: Large letter avatar (H)
Right Box - Payment Summary:
- Section Title: Payments Received
- Payment Date: 06-09-2025
- Amount: ₹329531.52
- Action icons: Edit, More options, Close
Middle Section - Payment Transaction Details
Left Column:
- Received On: 09-09-2025 (date funds credited)
- Payment Date: 06-09-2025 (transaction date)
- Deposit To: Bank Account (which account received funds)
- Reference: Transaction ID or UTR (if recorded)
Right Column:
- Vendor: - (not applicable for customer payments)
- Payment#: PAYREC-1004
- Payment Mode: RTGS
- Payment Amount: ₹3,29,531.52
Bottom Section - Invoice Application Table
Table showing how payment was distributed across invoices:
| # | Invoice Number | PO# | Invoice Due Date | Total Amount | Pending Amount | Payment Applied |
|---|---|---|---|---|---|---|
| 1 | INV-007372 | - | 04-10-2025 | ₹11800 | ₹11800 | ₹11800 |
| 2 | INV-007371 | - | 04-10-2025 | ₹317495.52 | ₹317495.52 | ₹317495.52 |
| 3 | BILL-1059 | - | 03-10-2025 | ₹236 | ₹236 | ₹236 |
Understanding the Table:
- #: Serial number for each invoice
- Invoice Number: Click to open full invoice
- PO#: Related purchase/sales order
- Invoice Due Date: When payment was expected
- Total Amount: Original invoice value
- Pending Amount: What was due before this payment
- Payment Applied: How much of this payment settled that invoice
Editing Payment Records
How to Edit
From List View:
- Locate payment in list
- Click Edit Icon (✏️) in Action column
- Edit Payment Received form opens
From Detail View:
- Open payment detail view
- Click Edit button at top right
- Edit form opens with existing data
What Can Be Edited
Editable Fields:
- Customer Name (change if wrong customer)
- Payment ID (with pencil icon - edit if needed)
- Payment Mode (correct method)
- Reference# (add or update transaction ID)
- Payment Date (adjust date if recorded wrong)
- Received On (update actual credit date)
- Deposit To (change bank account if wrong)
- Payment Amount (system recalculates from invoices)
- Tax deducted (TDS selection and amount)
- Invoice selection and allocation
- Notes (add or update remarks)
Not Editable:
- System timestamps
- Auto-calculated totals (unless you change allocations)
Editing Invoice Allocation
In edit mode, the invoice list shows checkboxes and editable amounts:
To Change Allocation:
- Uncheck invoices to remove
- Check new invoices to add
- Adjust amounts in "Payment Applied" column
- Verify total matches received amount
- Click Update to save changes
Common Edit Scenarios:
- Add missing reference number after bank reconciliation
- Correct wrong payment mode selection
- Adjust invoice allocation if applied to wrong invoice
- Update received date after bank statement review
- Add notes about payment delays or issues
Action Menu Options
More Options Menu (⋯)
Click the three-dot menu in Action column for additional actions:
Available Actions:
Download PDF:
- Generates payment receipt document
- Professional format with company letterhead
- Lists all invoices settled
- Shows payment details and amounts
- Use for: Customer records, audit trail, email confirmation
Delete:
- Removes payment record
- Reverses invoice balance updates
- Use with caution - only for incorrect entries
- Consider editing instead of deleting when possible
- Requires appropriate user permissions
Add e-way Bill:
- For specific compliance scenarios
- Not commonly used for payment received
- May appear based on configuration
Sorting and Filtering
Sort Columns
Sortable Columns:
- Customer Name: Alphabetical (A-Z or Z-A)
- Payment Date: Chronological (oldest/newest first)
- Received On: By actual credit date
How to Sort:
- Click column header with ▲▼ icons
- Click once for ascending
- Click again for descending
- Click third time to reset
Use Cases:
- Sort by Payment Date to see recent collections
- Sort by Customer Name to group payments by customer
- Sort by Received On for cash flow analysis
Search Functionality
Search Box Capabilities:
Type in search box to filter results by:
- Customer name (partial match works)
- Payment number (PAYREC-1004)
- Payment mode (RTGS, Credit card)
- Payment amount (exact or partial)
Search Tips:
- Search is case-insensitive
- Results update as you type
- Clear search box to see all records
- Use specific terms for faster results
Examples:
- Type "AMAR" to find all AMAR ENTERPRISES payments
- Type "RTGS" to see all RTGS payments
- Type "1004" to find payment PAYREC-1004
- Type "29531" to find payments with that amount
Pagination
Page Navigation
Bottom of List:
- "Go to page" selector on right side
- Dropdown shows: 1, 2, 3... (if multiple pages)
- Pagination indicator (page 1 shown in screenshot)
How It Works:
- System shows limited records per page
- Click page number to jump to that page
- Use for large payment datasets
- Default: 10-20 records per page
Downloading Payment Receipt PDF
Generate PDF
Steps:
- Locate payment in list
- Click More Options (⋯)
- Select Download PDF
- PDF generates and downloads automatically
PDF Contents:
Professional payment receipt includes:
- Company header with logo
- Payment receipt number and date
- Customer billing address
- Payment details (mode, reference, amount)
- Complete invoice list with amounts applied
- Bank account details where deposited
- Amount in words
- Authorized signature space
- Terms and conditions (if configured)
Uses for PDF:
- Email to customer as payment acknowledgment
- Attach to customer correspondence
- File in payment records folder
- Provide during audits
- Customer's accounts team for their records
- Bank reconciliation documentation
Tips & Best Practices
Pro Tips
Daily Review: Check payments received list every morning to see overnight collections and plan cash flow
Sort by Date: Use payment date sort to quickly identify today's or yesterday's collections
Expand for Details: Always expand payment row before calling customer back to have invoice details ready
Download Immediately: Generate and email payment receipt PDF right after recording payment for customer satisfaction
Search by Customer: Use search box with customer name to quickly find all payments from specific customer
Edit Reference Numbers: Update reference numbers as soon as bank statement available for easy reconciliation
Check Pending Amounts: Review pending column in expanded view to see if customer has remaining balance
Monthly Reconciliation: Export payment list monthly and match with bank statements systematically
Note Important Details: Use notes field effectively - these notes are searchable and helpful for follow-ups
Verify Before Delete: Always verify payment wasn't reconciled or reported before deleting an incorrect entry
Troubleshooting
Issue: Payment not appearing in list
- Check if payment was saved vs cancelled during entry
- Verify user has permission to view payments
- Clear any search box filters
- Check date range if date filter applied
- Refresh browser page
Issue: Cannot expand payment row
- Click directly on row, not on action icons
- Try clicking different part of row
- Refresh page if UI unresponsive
- Check if already expanded (click again to collapse)
Issue: Invoice details not showing in expanded view
- Payment may not have any invoices linked (advance payment scenario)
- Check if payment was recorded correctly
- Verify invoices weren't deleted after payment recorded
- Contact support if data inconsistency suspected
Issue: Edit icon not clickable
- Check user permissions - may not have edit rights
- Payment may be locked due to accounting period close
- Payment might be reconciled and locked
- Try refreshing browser cache
Issue: PDF not downloading
- Check browser pop-up blocker settings
- Ensure stable internet connection
- Try different browser
- Clear browser cache and retry
- Check if PDF generation is configured correctly
Issue: Wrong payment amount showing
- Verify all invoice allocations are correct
- Check if partial payments recorded elsewhere
- Review edit history if available
- Compare with bank statement amount
- Contact support if calculation error suspected
Issue: Search not finding payment
- Verify exact spelling of customer name
- Try searching with payment number instead
- Check if using correct keyword
- Clear existing filters before searching
- Ensure payment actually exists in system
Understanding Payment Status
How to Determine Status
Payment Received records don't have explicit status fields, but you can infer status from invoice allocation:
Fully Applied Payment:
- All invoice "Pending Amount" columns show zero after payment
- Customer account fully cleared for those invoices
Partially Applied Payment:
- Some invoices still show pending amounts
- Payment didn't cover full invoice value
- Customer still owes balance
Advance Payment:
- No invoices linked in expanded view
- Customer has credit balance
- Will be applied when future invoices generated
Reconciled Payment:
- Reference# field populated with bank transaction ID
- Matches bank statement entry
- Ready for accounting close
Related Guides
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