Payments – User Manual
Version: v.1.0.30
Prepared by: Issac
Date: 03/06/2025

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Table of Contents

1. Introduction

2. System Requirements

3. Logging In

4. Main Features and Functions

   • 4.1 Creating a Payment Entry

   • 4.2 Vendor Payments

   • 4.3 Other Payments (Adhoc/GL)

   • 4.4 Approvals and Posting

5. Troubleshooting Common Issues

6. FAQs

7. Support

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1. Introduction

The Payments module is used to process various types of financial transactions including payments to vendors (against invoices or adhoc), and IOU payments to employees. It offers a flexible workflow to ensure accuracy, traceability, and compliance across all payment operations in the ERP ecosystem.

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2. System Requirements

• Browser: Chrome 90+ or Firefox 85+

• User Role: Finance Executive, Accountant, or Approver

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3. Logging In

1. Navigate to the ERP Login Portal.

2. Enter valid credentials and access the system.

3. From the dashboard, select the Payments module or the search button on the top right can be used.
   
   

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4. Main Features and Functions

4.1 Creating a Payment Entry

1. The landing screen displays today's payment entries by default.

2. Click Create New to add a new payment.

3. Choose between the two available payment types:

   • Vendor Payment

   • Other Payment (Adhoc/GL-based)
     
     

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4.2 Vendor Payments

1. Select the Vendor in the vendor field.

   • Note: Vendor must have financial conditions configured.

2. Choose the Payment Mode (e.g., Bank, Cash).

3. Based on the mode, Paid Through will auto-populate with bank or petty cash accounts.

4. Set the Payment Date and GL Date as per access rights.

5. Enter the Payment Made amount.

6. Optionally fill the Reference field.

7. In the Supplier Open Items tab, the following documents are available for payment selection:

   • BL Vendor Invoice

   • Transport Vendor Invoice

   • Warehouse Vendor Invoice

   • Vendor Invoice

   • Credit Notes

   • Journal Vouchers
     
     

8. Multiple open items can be selected for full or partial payment.

9. Ensure the Payment Made amount matches the selected entries' total.

10. To mix partial and adhoc payments:

    • Select entries in Supplier Open Items

    • Add additional amount in Transaction Details tab

11. Once verified, click Submit to generate a draft entry.

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4.3 Other Payments (Adhoc/GL)

1. Vendor field is disabled in this mode.

2. The Supplier Open Items tab is locked.

3. Use the Transaction Details tab to add GL-related entries.

4. Multiple line items can be added if required.

5. Ensure the total amount in Transaction Details matches the Payment Made value.
   
   

6. After verifying, click Submit to create a draft payment.

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4.4 Approvals and Posting

• Approval workflow varies by payment type:

  • IOU Payment: 2 levels of approval

  • Bank Payment: 1 level of approval

• Users with the appropriate access can approve payments.

• Only after final approval is the payment posted to the accounts.

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5. Troubleshooting Common Issues

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6. FAQs

Q: Can I make partial payments to vendors?
A: Yes, either through selected open items or by adding additional entries in the transaction details tab.

Q: What’s the difference between Vendor and Other payments?
A: Vendor payments are invoice-linked, while Other payments are GL-based or adhoc.

Q: Why do some payment entries require two approvals?
A: IOU payments require dual-layer validation for added financial control.

Q: Can payment dates be backdated?
A: Yes, depending on the access level granted to the user.

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7. Support

For technical issues or process clarifications, please contact the IT Help Desk:
📧 helpdesk@aggrandizeventure.zohodesk.in