Payments
View payment and collection records linked to [Vendor Bills](bill), [Sales Invoices](income), and [Expense Claims](expense-claim). Track the payment progress and outstanding balance for each document.
Payments
View payment and collection records linked to Vendor Bills, Sales Invoices, and Expense Claims. Track the payment progress and outstanding balance for each document.
Quick Start
Payments do not have a separate list page. All information is embedded in the detail page of the corresponding document. To view payment records for a document, go directly to that document's detail page.
View payment records for a bill:
- Open the bill list and tap the bill you want to view
- In the "Payments" section of the detail page, view all payment records for that bill
- Each record includes the payment source, payment date, reference, and payment amount
View collection records for an invoice:
- Open the invoice list and tap the invoice you want to view
- In the "Payments" section of the detail page, view all collection records
View payment records for an expense claim:
- Open your expenses and tap the claim you want to view
- In the "Payments" tab of the detail page, view the payment records
See Detailed Guide below for more information.
Detailed Guide
View Payment / Collection Records
Entry: Vendor Bill, Sales Invoice, or Expense Claim detail page > "Payments" section
In the document detail page, you can view all payment (or collection) records for that document, including:
| Field | Details |
|---|---|
| Payment Source | The account or category used for the payment/collection |
| Payment Date | The actual payment/collection date |
| Reference | External reference number, such as a bank transaction number |
| Payment Amount | The amount for this payment/collection |
| Attachments | Payment proof files |
Payment Status
Payment status is automatically calculated based on the outstanding balance. It cannot be set manually. It is recalculated every time a payment record changes.
Outstanding Balance Calculation
Outstanding balance = Payable amount - Sum of all payment amounts (all in the company's base currency)
Status Reference
Payment Status
| Status | Meaning | How it is determined |
|---|---|---|
| Unpaid | No payments received yet | No payment records, or total paid is approximately 0 |
| Partially Paid | Some payments received, balance remaining | Payment records exist but not yet fully paid |
| Paid | Fully paid | Outstanding balance is approximately 0 |
Display labels differ slightly by document type: Vendor Bills show "Unpaid / Partially Paid / Paid", Sales Invoices show "Unreceived / Partially Received / Received", and Expense Claims show "Unpaid / Partially Paid / Paid".
Reconciliation Status
Each payment record also shows a reconciliation status so you can tell whether the payment needs to go through bank reconciliation and whether it has been confirmed.
| Status | Meaning | When it appears |
|---|---|---|
| Reconciled | Confirmed through bank reconciliation | The payment was made from a bank or credit card account and has been matched during reconciliation |
| Unreconciled | Waiting to be confirmed through bank reconciliation | The payment was made from a bank or credit card account but has not yet been matched |
| Credit Applied | Settled by offsetting receivables or payables; no bank reconciliation needed | The payment source is a receivable or payable category |
| Not Required | No bank reconciliation needed | The payment source is any other category type |
"Unreconciled", "Credit Applied", and "Not Required" share the same warning icon and differ only in wording. Only "Reconciled" means the payment has been verified against a bank transaction.
Common Scenarios
For Finance / Accounting Staff
How do I check the payment progress of a bill? Open the bill's detail page. In the "Payments" section, you can see all payment records and the current outstanding balance. The payment status shows as "Unpaid", "Partially Paid", or "Paid".
Can one document have multiple payments? Yes. Each payment reduces the outstanding balance. The payment status changes from "Unpaid" to "Partially Paid", and finally to "Paid" once the full amount is covered.
Why is the payment amount different from the document total? The payable amount may have been converted using an exchange rate (if the document currency differs from the company's base currency), or it may have been manually adjusted by an administrator. Outstanding balance = Payable amount - Total paid.
The following features are only available on the computer: Creating/editing/deleting payment records (done in the document detail page), marking as paid in bulk, creating payment requests, and data export.
If you have other questions, please contact our support team.
Quotations
Manage quotations sent to customers, with support for viewing quotation lists, details, sending to customers, and customer electronic signature confirmation.
Expense Claims
Submit reimbursement requests for business expenses such as travel, meals, and transportation by photographing and uploading receipts, packaging them into a claim, getting approval, and tracking payment.