7.3 Payment

When you click on the Payments menu under Accounting, a table displays a list of payments with an “Add Payment” button at the top to record new payments.

View Payments – Track payment history and outstanding balances.

The “View Payment” section provides a detailed list of all recorded payments made by customers. a table appears displaying the following payment details:

Payment List Columns:

  • Payment ID – Unique identifier for each payment transaction.
  • Date & Time – Shows the exact date and time the payment was recorded.
  • Bill No. – Displays the associated bill number linked to the payment.
  • Customer – Name of the customer who made the payment.
  • Account Manager – The account manager responsible for handling the payment.
  • Amount (£) – The amount paid in GBP (£).
  • Total Bill (£) – The total bill amount before payments.
  • Outstanding Balance (£) – Displays the remaining balance after payments.

Payment Action Buttons:

Clicking on the plus (+) button beside a payment entry will expand the row and show action buttons that allow you to perform specific actions on that payment:

  1. Send Bill – Sends the bill directly to the customer via email.
  2. Edit Bill – Modify the bill details, such as amount, discount, or payment terms.
  3. View Bill – Opens a detailed view of the bill for review.
  4. Download – Exports and downloads the bill in PDF or other formats.
  5. Add Payment – Allows recording of an additional payment for the bill.
  6. Add Task – Assigns a task related to the bill (e.g., follow-up for pending payments).
  7. Add Note – Adds internal notes regarding the bill for tracking purposes.
  8. Delete – Permanently removes the bill from the system.

📌 Tip: Always review bill details before making modifications or sending to customers.



The “Add Payment” button allows you to record a new payment made by a customer. When you click on “Add Payment”, a pop-up window appears where you can enter and manage the payment details.

Payment Information Fields:

  1. Date – Select the date when the payment was made.
  2. Time – Choose the time of the payment transaction.
  3. Bill No* – Select the bill number from the system (linked to the customer’s invoices).
  4. Bill Amount – Displays the total bill amount (automatically retrieved from the selected bill).
  5. Outstanding Balance – Shows the remaining balance after partial payments.
  6. Bill Status – Displays the current status of the bill (e.g., Paid, Partially Paid, Unpaid).

    Payment Details:
  7. Transaction Type* – Select the type of transaction (e.g., Full Payment, Partial Payment, Refund).
  8. Payment Amount* – Enter the amount the customer is paying.
  9. Payment Method* – Choose the payment method (e.g., Cash, Credit Card, Bank Transfer, PayPal).
  10. Payment Received By* – Select the staff member or account manager who received the payment.

    Workflow Management (Optional):
  11. Create Workflow?*

If “Yes” is selected, an additional field appears:

Assign Account Manager – Choose the account manager responsible for managing the payment workflow.

  • Transaction Note – Add any relevant notes about the transaction (e.g., reference number, special conditions).

📌 Tip: Double-check the payment details before clicking “Save Payment” to ensure accurate records. payment should not be higher than due amount