Payments Made
For: Anyone paying a vendor — against bills, leftover unused amount, or opening payable
A Payment Made is money out. Save always creates Pending — the bank/cash account, payables, and Current Balance wait for an Accountant to Approve. There is no Draft. Sign of opening balance is explained on Vendors; here you only allocate (Vendor opening balance) when it is opening payable.
What this module does
1. Creating a payment made
Pick Division, Branch, Warehouse, then Vendor. There is no Save & Approve.
Payment#: Auto-generated unless you turn that off under Configure Payment Made Number (prefix, next number). Default prefix PMTM. Split uses SPM. Locked after save.
Paid Through: Required. Chart of accounts categories Cash, Bank, Payment Clearing, or Credit Card.
Payment Mode: Petty Cash, Cheque, Bank Transfer, or UPI. Cheque adds Cheque No and PDC Cheque Date.
Paid Amount: Must be greater than zero.
Should this amount be reflected in the payment field?: When ticked, line Payment amounts fill from Paid Amount.
Note: Unlike a Bill, a payment does not post to the ledger when you save. Posting waits for Approve.
2. Against bills, advance, and unused amount
| From | When | Result |
|---|---|---|
| Bill | Open, Partially Paid, or Overdue, with a balance greater than zero, same vendor and branch | You pick the bill on Add Payment Made and enter how much of this payment to apply. Approving moves the bill to Partially Paid or Paid |
| Vendor opening balance | That vendor still has remaining opening payable on this branch (positive Opening Balance) | The allocation table includes a line labelled (Vendor opening balance). Approve reduces that remaining payable. Only opening payable can be applied here — vendor credit is Apply Credit on Bills |
| Scratch / advance | Advanced Payment is ticked, or you pay more than you allocate | The leftover sits as Unused Amount. After Approve you can Apply to Bill, Auto Pay Bills, or Refund it |
Summary strip: Allocated Amount, Total Amount Paid, Unused Amount. Type badge Advance vs Bill.
3. Paying against a vendor opening balance
Only remaining opening payable (positive vendor Opening Balance on this branch). The API refuses vendor-credit OB on this module. Apply remaining vendor credit on Bills instead.
Note: Full they-owe-you vs you-owe-them sign rules live on Vendors. This screen only shows the allocation line.
4. Viewing, searching, and the list
Status tabs Pending / Approved / Rejected / Cancelled. Auto Pay Bills when pending mapping exists. No Excel export, no Duplicate. Row More: Approve, Reject, Cancel Payment, Refund, Apply to Bill. Detail: View Vendor, Download, Print, refund history, Approved By.
5. Editing a payment
Pending only. Vendor and location stay locked.
6. Changing status — including cheque
Accountant + Edit. Modal title Approve Payment. For cheque, the button can read Receive Cheque Approval or Deposit Cheque from stored cheque status, but Approve still sets cheque Cleared and payment Approved immediately — not the three-step path on Payments Received.
| From | Then |
|---|---|
| Pending | Approved, Rejected |
| Approved, Rejected | Cancelled |
| Cancelled | Nothing. Cancelled is a dead end |
7. After Approve — apply unused, auto pay, refund
| To | When | Where | Result |
|---|---|---|---|
| Bill / opening payable | Approved and Unused Amount is greater than zero | Apply to Bill on the list or detail, or Auto Pay Bills on the list | Uses unused money against open bills or remaining opening payable. Does not create a second payment |
| Refund | Approved and Unused Amount is greater than zero | Refund on the list or detail | Returns unused money. Unused Amount goes down |
Auto Pay Bills modal: Auto Adjust Advance Payments to Bills. Order: opening payable on the branch, then unused advances, then open bills by due date (oldest first).
8. Cancelling and deleting
Cancel Payment: Approved or Rejected, Accountant + Edit. Blocked if this advance still has bills or opening-payable lines applied. If it was Approved, bill remaining amounts, OB remaining, Current Balance, and journals reverse.
Delete: Pending or Approved in the UI, same applied-advance block. Same reversals if it had been Approved, then the record is gone. Rejected and Cancelled are not deletable in the UI.
Business rules
| Topic | Rule |
|---|---|
| Ledger posts on Approve, not on Save | Save creates a Pending payment. Nothing hits Paid Through, Accounts Payable, or vendor Current Balance until an Accountant Approves. Cancel or delete of an Approved payment reverses those journals. Journal posting on Approve runs when the payment is in company base currency |
| Subscription gate | Only creating a payment is limited by your plan. Editing, approve, apply, refund, and deleting are not separately gated |
| No primary bank requirement | You must pick a Paid Through account (Cash, Bank, Payment Clearing, or Credit Card on the chart of accounts). You do not need Make this primary on a bank |
| Payment number | Auto-generated with a PMTM prefix unless you turn that off under Configure Payment Made Number on the form. Split payments use SPM. Locked after save |
| Division, Branch, Warehouse, Vendor, Paid Through | All required to create. Vendor and location stay locked after save. You can only edit a Pending payment |
| Currency | Taken from the bills or opening-payable line you apply to, or from the vendor on an advance. Cross-currency payments are blocked. An exchange-rate field appears when the document currency differs from the company base |
| Payment modes | Petty Cash, Cheque, Bank Transfer, or UPI. Cheque has Cheque No and PDC Cheque Date. Unlike Payments Received, Approve sets the cheque Cleared and the payment Approved in one step — there is no receive-then-deposit walk |
| Approve and Reject are Accountant-only | Offered to an Accountant with Edit on a Pending payment. Rejected payments can still be Cancelled. There is no Draft status |
| Unused Amount | Paid Amount minus what you allocated on this payment. After Approve you can Apply to Bill (including remaining opening payable) or Refund. It is not Unused Credit on the vendor drawer (that is Debit Notes) |
| Advance already applied cannot cancel or delete | Unapply the bill or opening-payable line first. Then cancel or delete is allowed |
| No Duplicate, no list Export | Detail has Download (PDF) and Print only |
| Attachments | Up to 3 files, 5 MB each. Also offered on the Approve modal |