Payment entry is made when you have paid a certain amount to your supplier or party either against a particular invoice or in advance

In order to make a payment entry, you need to follow the given steps:

• On Dashboard, search for "Payment Entry List" and select it (as shown in Figure)

Following page would pop-up with list of all payment entries recorded in the books

• Click on "New" to make a new payment Entry.

Following screen would open up:

You need to select the Payment type as "Pay" and enter the "Posting Date"(Date on which you want to enter the payment entry in  your ledger) ,"Branch" and "Mode of Payment"(Card/Cheque/NEFT/RTGS)

Note:Once you select your branch, cost center related to that branch get auto-filled.

• Select your "Party Type"(Customer/Supplier/Employee) and "Party Name" and  Bank Account from which you want to make the payment.

• In the next section, i.e. "Accounts" you will be able to see the balance amount of that party and the Account's Balance.

How to make an "On Account" or advance payment entry

To make a payment entry "On Account" you need enter the "Amount" you are paying but not add any reference invoice against it

How can you allocate payment entry to an outstanding Invoice manually

Allocating invoices to an outstanding invoice refers to knocking off the payment entry against respective invoices

In case you want to add reference or relate any invoice to it, you can add invoice details here: 

You can search the respective entries using the following criteria if you want to add them manually Posting date, Supplier, Bill number, Grand Total,Outstanding Amount Project,Master Shipment Number,House Shipment Number ,Container Number

How to allocate payment entry to an outstanding Invoice in a semi-automated way

You can also link the entry to any outstanding invoice by clicking "Get outstanding invoice" (as shown in figure)

• All invoices whose payment is pending gets filled up showing the outstanding and allocated amount against each invoice.

Following data points would be touched in this section:

• Allocated Amount: Amount that you have issued with respect to the pending          transactions/invoices.
• Outstanding Amount: Pending Amount that is yet to be paid

You can also apply the various filters (as shown in figure) under the sections as Voucher Details,Shipment Details, Estimated Time of Departure, Estimated Time of Arrival to get your outstanding invoices

"Amount is auto-allocated since the check-box is ticked for "Allocate Payment             Amount"

In case you want to allocate the amount manually, you can untick the box

In case you have certain deductions made ,you can enter that"Deduction/Loss"section

For example, you have made the actual payment of 505 rupees, out of which 5 rupees is the bank charges paid, you can add that amount in deduction/loss section

• You can add the cheque/reference number in this section.

• Click on "Save" and  "Submit" to make the respective entry in your books of account.