See, void and import payments
Review every payment received and made, void a mistake, or import payments from a spreadsheet.
The Payments page is the list of all money received from customers and paid to suppliers. Open Accounts > Banking > Payments or go to Payments.
Read the list
Use the drop-down to switch between All Payments, Received (from customers) and Made (to suppliers). Each row shows the Date, Party, Direction (Received or Made), the Account it went through, the Mode, the Amount and the Status (Posted or Void). If you picked a branch in the sidebar, only that branch's payments are listed.
Export downloads the current list as CSV or Excel.
Where payments come from
There is no "new payment" button on this page. Payments are created from:
- an invoice, with Record Payment (see Record a payment on an invoice);
- a bill, with Record Payment (see Pay or void a bill);
- a credit note or debit note, with Record Refund;
- the POS, which records the payment for you;
- a recurring payment template;
- the CSV import below.
Void a payment
- Find the payment and click Void in its row.
- Confirm "Void this payment? This reverses its accounting effect."
The payment's accounting entry is reversed and its status becomes Void. The invoice or bill it was paid against goes back to showing that amount as due. A void fails if the payment is dated in a locked period. If your company requires approval for voiding payments, you are told "This void requires approval - a request has been submitted. The payment stays posted until it's approved." Voiding needs permission to delete in Payments.
Voiding a payment is the first step when you need to void the invoice or bill it paid.
Import payments
- Click Import CSV.
- Download Template (CSV or Excel). The columns are Party, Direction, Payment Date, Amount, Bank Account, Payment Mode, Reference Number, Branch Id, Notes.
- Fill in one row per payment. Direction must be IN (received) or OUT (paid). Party and Bank Account are matched by name or ID. The amount must be above zero.
- Choose the file, click Preview and check the rows, then Commit Import.
The result reads "Import complete: N payment(s) recorded, N submitted for approval, N failed." Imported payments are recorded on account: they are not matched to a particular invoice or bill, so the document's own Balance Due does not change. Every imported row goes through the same approval rule as a manually recorded payment.
Good to know
- You need access to the Banking module and to Payments to see this page.
- Payments are dated by the date you enter, and that date decides which accounting period is affected.
- For a payment that was entered to the wrong account, void it and record it again.