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The Payments submodule within the Finance module allows users to manage payments efficiently, whether adding individual or bulk payments, filtering or searching for specific entries, or exporting data. Below are detailed instructions for navigating and using this submodule.
Payment Listing Page
Upon navigating to the Payments section -
You will see a list of all recorded payments. This listing includes essential columns like:
Invoice #: The reference number of the associated invoice.
Client: The name of the customer linked to the payment.
Amount: The payment amount recorded.
Paid On: The date the payment was made.
Payment Gateway: The method through which the payment was processed (e.g., PayPal).
Status: Indicates if the payment is complete.
You can use the filters or search bar at the top of the page to find specific payments by date, client, or keyword.
Add Payment
To record a new payment:
Click the Add Payment button at the top of the listing page.
On the Add Payment screen, fill in the following fields:
Project: Select the associated project (if applicable).
Invoice: Link the payment to a specific invoice.
Paid On: Specify the payment date.
Amount: Enter the payment amount.
Currency: Choose the currency for the transaction.
Exchange Rate: Define the applicable exchange rate if the currency differs from the default.
Transaction ID: Input the transaction ID from the payment gateway.
Payment Gateway: Select the payment method (e.g., PayPal).
Bank Account: Specify the bank account where funds were deposited.
Receipt: Optionally upload a receipt file for reference.
Remark: Add any relevant notes about the payment.
Click Save to record the payment.
Add Bulk Payment
To add multiple payments simultaneously:
Click the Add Bulk Payment button at the top of the listing page.
On the Add Bulk Payment screen:
Use the filters to narrow down invoices by client.
Specify the Payment Date for each invoice.
Choose a Payment Method from the dropdown list.
Enter the Transaction ID and Amount Received for each invoice.
The system will auto-calculate the Invoice Balance Due.
Once all details are added, click Save to record the bulk payments.
Export Payments
To export payment records:
Click the Export button located above the payment listing.
Select the desired file format and confirm your choice.
The export file will download to your device for further analysis or record-keeping.
Action Items
For each payment record, the following actions are available:
View: View detailed information about the payment.
Download: Download a receipt or proof of payment for reference.
Delete : To delete the entry
Best Practices
Always verify payment details before saving to ensure accurate records.
Use bulk payments for faster processing when handling multiple invoices for the same client.
Regularly export payment data for backup and reconciliation purposes.
FAQs
Q: Can I edit a payment after saving it?
A: Yes, navigate to the specific payment, click View, and update the necessary details.
Q: How do I handle partial payments?
A: Enter the amount received and leave the remaining balance due in the invoice field. This ensures accurate tracking.
Q: What happens if I upload the wrong receipt?
A: You can re-upload the correct receipt by editing the payment entry.
For additional support, contact us at support@projeni.com. Our team is here to assist you!
