Knowledge

The Vendor Payments submodule in the Purchase module helps users manage and track payments made to vendors. Users can view payment history, add new vendor payments, and download payment records. This guide provides an overview of the features and functionalities of the Vendor Payments submodule. 

In navigation panel, click Vendor payments. 

 


1. Index and Vendor Name Listing 

• The main screen displays a list of all vendor payments in a tabular format with the following columns:  

• D T Row Index: A sequential identifier for each payment. 

• Vendor Name: The name of the vendor receiving the payment. 

• Paid On: The date the payment was made. 

• Amount: The amount paid to the vendor. 

• Action: Options to view or download the payment details. 

2. Add Vendor Payment 

To add a new vendor payment: 

1. Click the + Add Vendor Payment button. 

2. Fill in the following fields in the form:  

• Vendor: Select the vendor to whom the payment is being made (required). 

• Payment Made: Enter the amount being paid (required). 

• Payment Date: Specify the date of the payment (required). 

• Bank Account: (Optional) Select the bank account used for the payment. 

• Bill Details: If applicable, link the payment to existing bills and specify the payment amount against each bill. 

3. Click Save to record the payment. 

3. Filter and Search 

• Use the search bar to find specific payments by keywords such as vendor name. 

• Apply filters to narrow down payments based on:  

• Duration: Filter payments by start and end dates. 

4. Action Items 

• View: Displays detailed information about the payment, including vendor, payment date, and associated bills. 

• Download: Downloads the payment record as a file for offline use. 

4. View Payment - Overview and History 

• Overview: Shows payment details including:  

• Payment Date: The date of the payment. 

• Bank Account: The account used for the payment. 

• Payment Made: The total amount paid. 

• Internal Note: Any notes added for the payment. 

• Added By: The user who created the payment record. 

• Bill Details: Lists all bills associated with the payment, including their amounts and statuses. 

• History: Displays a timeline of actions related to the payment (e.g., payment creation, edits). 

How to Use the Vendor Payments Submodule 

Adding a Vendor Payment 

1. Navigate to the Vendor Payments submodule under Purchase. 

2. Click + Add Vendor Payment. 

3. Fill out the form with the payment details and click Save. 

Searching for a Payment 

1. Use the search bar at the top of the payment list to type in a keyword (e.g., vendor name). 

2. View the filtered results. 

Using Action Items 

1. Locate the desired payment in the listing. 

2. Click the Action Menu (three dots) and select:  

• View: To see detailed payment information. 

• Download: To save the payment details as a file. 

Best Practices 

• Always link payments to specific bills to maintain accurate records. 

• Regularly download and back up payment records for audit purposes. 

• Use the history tab to track changes or actions on payments. 

FAQs 

Q1: Can I edit a payment after it is created? 

• No, payments cannot be edited after creation. Ensure the details are accurate before saving. 

Q2: Can I delete a payment? 

• No, vendor payments cannot be deleted once recorded. 

Q3: How do I allocate a payment to multiple bills? 

• Use the Bill Details section in the Add Vendor Payment form to allocate amounts to individual bills. 

Q4: Can I view the payment history for a vendor? 

• Yes, the History tab shows a timeline of all actions performed on the payment. 

Need Assistance? 

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