Skip to main content

Payment Made

Q1 — What is the Payment Made module and who uses it?​

  • The Payment Made module records payments your company has issued (to suppliers, vendors, etc.).
  • Finance teams use it to log, track and reconcile outgoing payments.
  • Operations or admin staff may use it to attach trips/bills or add expense lines related to those payments.
  • Use it to export payment lists, upload bulk payments, or bulk-manage records via the 3-dot menu.

Q2 — Where do I open the Payment Made screen?​

Steps:

  1. From the main menu, open Finance.
  2. Click Payment Made (the item with a payment icon under Finance).
  3. The Payment Made Table/list will open showing payment rows (Date, Paid To, Status, Supplier, Total, Amount Paid, Ref No, Action).

Q3 — What columns are shown in the Payment Made list?​

Steps:

  • Date — when the payment was made/recorded.
  • Paid To — the recipient type (e.g., Paid To Vendor).
  • Status — current payment state (e.g., Done, Pending).
  • Supplier — supplier name.
  • Company — related company (if any).
  • Total — total value/currency for the payment.
  • Amount Paid — how much was actually paid.
  • Ref No — payment reference number.
  • Action — icons to Edit (pencil) or Delete (trash).

Q4 — How do I add a new payment (step-by-step)?​

Steps:

  1. Open Payment Made (Finance → Payment Made).

  2. Click the + (Add) button at the top right of the list.

  3. In the Add Payment Made form fill these required fields:

    • Supplier: open the supplier dropdown and select the supplier.
    • Account: choose the account from the dropdown (account where payment came from).
    • Reference Number: enter your bank/receipt/reference number.
    • Payment Date: pick the payment date from the calendar.
    • Total: choose currency and enter the total amount and enter the amount.
    • Paid To: select who it was paid to (e.g., Paid To Vendor).
    • Payment Status: select the status (e.g., Pending / Done).
    • TDS: enter TDS value if applicable.
    • Amount Paid: enter the actual amount paid.

  4. (Optional) Add Expenses:

  • Click + Expense → select supplier (or free-text) and enter Amount Paid for the expense row.
  • Repeat to add multiple expenses.
  • The “Total Amount Paid” at the bottom will update.
  1. (Optional) Link Bills/Trips:
  • In the Bills/Trips section click + Trip or + Bill.
  • Select the related trip or bill and enter the Amount Paid for each row.
  1. Review totals and ensure Total and sum(Expenses + Bills/Trips) match expected values.
  2. Click Save (bottom-right).
  3. The new payment will appear in the grid.

Q5 — Which fields are mandatory when creating a payment?​

Steps:

  • Required (visible with asterisk in form): Supplier, Account, Reference Number, Payment Date, Total, Paid To, Payment Status, Amount Paid.
  • Fill those fields first — the form will not save if any mandatory field is blank.

Q6 — How do I add an expense line to a saved payment?​

  1. Open an existing payment row by clicking the Edit (pencil) icon in the Action column.
  2. Scroll to Expenses.
  3. Click + Expense on the right of the Expenses header.
  4. In the new row, select the expense Supplier (or enter a description) and type the Amount Paid.
  5. Repeat if you need multiple expense lines.
  6. Check the Total Amount Paid summary below the table.
  7. Click Save to update the payment.

Q7 — How do I link trips or bills to a payment?​

  1. Open Payment Made (Finance → Payment Made).
  2. Open the payment in Edit mode (click the pencil icon).
  3. In the Bills/Trips section, click + Trip to attach trips or + Bill to attach vendor bills.
  4. From the popup/list select the trip or bill you want to pay.
  5. Enter the Amount Paid for that trip/bill row.
  6. Repeat for multiple trips/bills as needed.
  7. Confirm the Total Amount Paid matches the payment amount and Save.

Q8 — How do I edit an existing payment record?​

  1. Open Payment Made (Finance → Payment Made).
  2. On the Payment Made list locate the payment row you want to change.
  3. Click the Edit (pencil) icon in the Action column.
  4. Update any field in the edit modal (Supplier, Account, Total, Payment Date, TDS, Amount Paid, Expenses, linked Trips/Bills).
  5. Verify totals and linked items.
  6. Click Save to apply changes.

Q9 — How do I delete a single payment?​

Steps:

  1. Open Payment Made (Finance → Payment Made).
  2. In the Payment Made list find the payment to remove.
  3. Click the Delete (trash) icon in the Action column for that row.
  4. Confirm the deletion in the confirmation dialog (if shown).
  5. The payment row will be removed from the grid.

Q10 — How do I bulk delete payments?​

Steps:

  1. Open Payment Made (Finance → Payment Made).
  2. In the Payment Made list, tick the checkboxes on the left for each payment you want to remove.
  3. Click the 3-dot menu (⋮) near the top right of the list.
  4. Select Bulk Delete from the dropdown.
  5. Confirm the bulk deletion in the prompt.
  6. Selected payments will be deleted.

Q11 — How do I export (download) payment records?​

Steps:

  1. Currently download does not supported but option is available.
  2. Open Payment Made (Finance → Payment Made).
  3. On the Payment Made page click the 3-dot menu (⋮) at top-right.
  4. Choose Download.
  5. The system will prepare and download an export (Excel/CSV) of the currently displayed payments (respecting search/filters).
  6. Open the exported file in Excel or your preferred application.

Q12 — How do I upload payments?​

  1. Open Payment Made (Finance → Payment Made).
  2. Click the 3-dot menu (⋮) on the Payment Made list.
  3. Select Upload.
  4. Choose the pre-defined bulk upload template (Excel/CSV) required by your system.
  5. Fill the template with payment rows (follow the template column names exactly).
  6. Upload the filled file.
  7. The system will validate and either import the payments or provide an error file for corrections.

Q13 — What does the Customise option in the 3-dot menu do?​

  1. Open Payment Made (Finance → Payment Made).
  2. Click the 3-dot menu (⋮) → choose Customise.
  3. A column visibility dialog will appear (or grid options).
  4. Tick or untick columns you want to show/hide on the payment grid (e.g., hide Company, show TDS).
  5. Click Apply to save the grid view (it updates instantly).

Q14 — How do I search or filter for a specific payment?​

  1. Open Payment Made (Finance → Payment Made).
  2. Use the Search box at the top-right of the Payment Made list.
  3. Select Payment Made Name/ Payment Made/reference number/status.
  4. Enter keywords (supplier name, ref number, etc).
  5. Press Enter or click the search icon — the table updates to show matching rows.

Q15 — What does Payment Status mean and how do I use it?​

  • Payment Status indicates whether the payment is Pending, Done, or another state configured by your system.
  • When creating a payment choose the correct status in the Payment Status dropdown.
  • To mark a pending payment as complete: edit the payment and set Payment Status → Done, update Amount Paid and Payment Date as needed, then Save.
  • Use status to filter the list (e.g., show only Pending payments) before exporting.

Q16 — How is TDS recorded in a payment?​

Steps:

  1. In Add/Edit Payment find the TDS field.
  2. Enter the TDS amount (or code) applicable to this payment.
  3. The TDS is stored with the payment record and will appear when you edit or export the payment.
  4. Save the payment to persist TDS details.

Q17 — How do I change the payment currency?​

Steps:

  1. In the Add/Edit form look for the Total field which includes a currency dropdown (e.g., INR).
  2. Click the currency dropdown and select the currency you need.
  3. Enter the numeric Total amount after choosing the correct currency.
  4. Ensure amounts in Expenses or Bills/Trips match the currency or convert appropriately before saving.

Q18 — How does the system validate totals and amounts before saving?​

Steps:

  1. When you enter Total and Amount Paid, the form compares totals with the sum of expense and trip/bill rows.
  2. If sums mismatch or a required field is missing, the system will show validation errors (or prevent Save).
  3. Fix the highlighted fields (correct amounts, add required entries) and click Save again.

Q19 — How do I handle a partial payment (paying less than the total)?​

Steps:

  1. In Add/Edit Payment set Total to the invoice/bill total.
  2. Enter Amount Paid as the partial amount you are paying now.
  3. Set Payment Status to Pending (if you want to indicate further payment is due) or another status your workflow uses.

Q20 — How do I export only supplier-specific payments (example: all payments to “Roadway Logistics”)?​

Steps:

  1. In the search box enter the supplier name (e.g., “Roadway Logistics”).
  2. Press Enter — the grid will show only payments to that supplier.
  3. Click the 3-dot menu (⋮) and choose Download to export the filtered list.