• The Vendor Payment module enables users to record payments made to vendors against specific invoices.
•  It simplifies financial management, tracks payments, and helps with reporting through KPIs and analytics.

Navigation Path

• Log in to the application.
• Go to the left menu and click Vendor.
• Click Payment.
• Click Add Payment.

Create Payment

1. Select Project

• Choose the project related to the payment.

2. Select Vendor

• Choose the vendor to whom the payment is being made.

3. Select Invoice

• Pick the invoice linked to the vendor.
• After selecting the invoice, the following fields are automatically pre-filled:
  • Payment Due Date: Date when the payment is expected.
  • Invoice Amount: The original invoice amount before tax.
  • Tax Amount: Tax applied to the invoice.
  • Sub Total: The invoice amount excluding tax.
  • Total Tax Amount: The cumulative tax amount for the invoice.
  • Total Amount: The invoice amount including tax.
  • Payment Amount: The amount being paid.
  • Currency Code: The currency used for the payment.

4. Enter the Adjustment Amount (Optional)

• If applicable, enter any adjustments to the payment.

5. Enter Payment Date

• Specify the actual date the payment is made.

6. Enter Payment Method

• Select how the payment was made (bank transfer, cheque, etc.).

7. Select Approver

• Choose the person authorized to approve the payment.

Select Payment Made By

• Specify who made the payment.

8. Enter Transaction Number

• Provide the transaction or reference number for tracking.

9. Upload Attachments

• Attach supporting documents such as receipts or confirmations.

10. Enter Reference Note

• Add any additional remarks or notes about the payment.

11. Save Button

• Click Save to create and record the payment.

Note: For creating a Payment :

Mandatory Fields:

• Vendor *
• Invoice *
• Payment Date *
• Approver *
• Payment Made By *
• Transaction Number *

Payment – Table Listing

Each payment record displays the following details:

1. Actions

• View, Edit, Delete.

2. Payment Reference Number

• Unique identifier for the payment record.

3. Payment Amount

• The amount paid.

4. Project Name

• Project associated with the payment.

5. Vendor Name

• The vendor receives the payment.

6. Payment Method

• How the payment was made.

7. Payment Date

• The date of the payment.

8. Status

• Current state of the payment.

Invoice KPI’s

The dashboard provides quick insights into payment activities:

1. Total Payments Made

• The total number of payments processed.

2. Total Payment Amount

• The cumulative value of payments made.

3. Pending Payments

• Amounts awaiting clearance or approval.

4. Average Payment Amount

• The average value of all recorded payments.

5. Payments By Type Vendor

• Breakdown of payments grouped by vendor type.

Additional Features

• Global Search – Easily search for payments by reference number or other criteria.
• Sorting – Sort the payment list by date, amount, project, or status for better visibility.