Record a payment

An incoming payment records money received from an account against one or more invoices. In PAMS, it follows the AR Invoice in the finance flow and keeps the received amount, currency, account, and invoice allocation together.

Before you start

A payment needs an account, the payment information, and an invoice context before you enter or allocate money. Selecting the right account loads the invoices that can receive the payment.

Prerequisites

• Know the account that made the payment.
• Have the receiving date, amount, currency, and receiving method available.
• Have permission to use the payment feature and create a payment. The payment list and the new-payment screen are available when the feature and permission conditions allow them.
• Save the payment before opening Attachment, Last Modifications, or changing an allocation.
• Plan to provide Received From, Receiving Date, Received Amount, Currency, and Recieving Method.

Find a payment

The incoming-payment list is the workspace for locating payments that are already recorded and reviewing their allocation totals.

Prerequisites

• Know whether you need all payments, payments that are not completely allocated, or payments that are completely allocated.

Steps

1. Open the incoming-payment list at /finance/payments/list/all/view.

2. Select the list view that matches the work you need to review.

   If you need to…	Select
   Review every payment	All
   Review payments with an outstanding allocation	Not completely allocated
   Review payments fully allocated to invoices	Completely allocated

3. Read the visible payment headers.

   Header	Use it to…
   Transaction no.	Identify the payment record.
   Receiving on	Check the receiving date.
   Account	Check who the payment came from.
   Amount	Check the received amount.
   Amount in €	Compare the amount in the displayed euro value.
   Unallocated amount	Find the amount not allocated to invoices.
   Unallocated Amount in €	Compare the unallocated amount in the displayed euro value.

4. Choose the list action that matches what you need next.

   If you need to…	Select
   Refresh the list	Refresh
   Change the list display	Table Layout
   Open list settings	Settings
   Export the list	Settings, then Export

5. Select the payment row to open its saved record.

Result: The selected payment opens for review or editing. The list shows the headers and allocation values for the chosen list layout.

Understand the payment screen

The payment screen combines the account and payment details with invoice allocation, summary totals, and saved-record tabs.

The new-payment screen shows four required fields: Received From, Receiving Date, Received Amount, and Recieving Method. It also asks you to select a currency.

Enter payment details

Create a payment here when the account and payment information are ready.

Prerequisites

• Know the account that made the payment.
• Have the receiving date, positive amount, currency, and receiving method ready.

Steps

1. Open the new-payment screen from the finance payment workspace.

2. In Received From, select the account that made the payment.

3. In Receiving Date, enter the date the payment was received.

4. In Received Amount, enter the received amount.

5. Select the payment currency.

6. In Recieving Method, select the method used to receive the payment.

7. Complete the fields for the selected receiving method.

   If Recieving Method is…	Complete…
   BankTransfer	Receiving Account and optionally Bank Charges
   Cheque	Reference #

8. Select Save to keep the payment open, or select Save and Close to save it and leave the page.

   If you select…	The payment…
   Save	Remains open after the save.
   Save and Close	Saves and leaves the page.

Result: The payment is submitted for validation. The new-payment screen requires the account, receiving date, positive amount, currency, and receiving method before it can be saved.

Handle payment method and invoice allocation

The receiving method determines which supporting fields you complete, while allocation assigns the received amount to invoice balances.

Prerequisites

• Enter the account, date, amount, currency, and receiving method.
• Use a saved payment before changing an existing allocation.

Steps

1. Select the method-specific fields.

   When Recieving Method is…	Complete…
   Cheque	Reference #
   BankTransfer	Receiving Account and Bank Charges

2. Review Amount and Rate to when the payment currency and displayed invoice currencies require conversion.

3. Review the invoice rows and enter the amount to allocate in Allocated Amount.

4. Choose the editing action that matches the payment's current state.

   If you need to…	Select
   Start editing an existing allocation	Enable Editing
   Change an existing allocation	Adjust Allocation
   Leave editing mode	Exit Enable Editing Mode

   Selecting Enable Editing shows Enable editing mode is active. Selecting Exit Enable Editing Mode shows Enable editing mode is inactive.

5. Check the totals after changing an allocation. The payment recalculates the allocated and remaining amounts from the invoice rows.

Select Recieving Method to show the fields for the chosen method. The initial screen shows No Invoices To Display.

Result: The payment method requirements are complete and the allocation totals reflect the invoice amounts you entered.

Save the payment and resolve errors

Validation messages identify the value that must be corrected before the payment can be saved.

Prerequisites

• Have the payment screen open.
• Have the account, date, amount, currency, and method available for correction.

Steps

1. Select Save or Save and Close. When the form shows Check mandatory field(s), use the validation summary steps below.

2. Review the validation summary.

3. Enter the missing or invalid values listed under Please Solve the Following Issues :.

   Message	Correction
   Client is Required	Select an account in Received From.
   Receiving Date is Required	Enter Receiving Date.
   Received Amount is Required	Enter a positive Received Amount.
   Received Amount Currency is Required	Select the payment currency.
   Payment Method is Required	Select Recieving Method.
   Receiving bank account is required	Complete Receiving Account for BankTransfer.
   Reference # is required	Complete Reference # for Cheque.
   The Allocated Amount is more than Payment Amount	Reduce Allocated Amount.

When the allocation area shows Allocated amount is bigger than Due Amount or Allocated amount is bigger than recieved amount, use the matching correction below.

4. Enter an allocation equal to the invoice’s due amount.
5. Enter an allocation equal to the received amount.
6. Reload the payment record when the screen shows Error loading payment data.
7. Review the payment values and select Save again when the screen shows Save error.
8. Respond to the close confirmation before leaving when you have unsaved changes. The payment screen uses a can-deactivate guard for this situation.

Result: The payment remains on the form until its validation issues are corrected; the incomplete-form response is Check mandatory field(s).

After the payment is saved

A saved payment is the record you return to when you need to review allocation, attach files, or inspect its change history.

Prerequisites

• Complete the payment values and pass validation.

Steps

1. Choose the saved-record action that matches what you need next.

   If you need to…	Select
   Keep the payment open after saving	Save
   Save and leave the page	Save and Close
   Continue with files or payment history	Attachment or Last Modifications

2. Confirm the success message Data saved Successfully.

3. When a new payment remains open after Save, continue editing the saved payment.

Result: The saved payment remains available from the payment list, with Attachment and Last Modifications available on the saved record.