# 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.

| If you need to… | Go to |
|---|---|
| Find a payment already recorded | [Find a payment](#find-a-payment) |
| Recognize the fields and totals on the payment screen | [Understand the payment screen](#understand-the-payment-screen) |
| Enter a new payment | [Enter payment details](#enter-payment-details) |
| Handle cheque, bank-transfer, or invoice-allocation choices | [Handle payment method and invoice allocation](#handle-payment-method-and-invoice-allocation) |
| Correct a validation or allocation problem | [Save the payment and resolve errors](#save-the-payment-and-resolve-errors) |
| Continue after saving | [After the payment is saved](#after-the-payment-is-saved) |
| Create the invoice that the payment belongs to | [Create an invoice](doc:create-invoice) |
| Review the invoice-to-payment flow | [Invoice lifecycle](doc:invoice-lifecycle) |
| Manage files attached to the payment | [Libraries and files](doc:libraries-files) |
| Look up general error messages | [General error messages](doc:general-error-messages) |

## 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. |

![Read the payment headers and choose the row you need.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/f86c048e231d2c4579a4a8b41f57086e.png)

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.

| Area | What you see |
|---|---|
| Payment details | **Received From**, **Receiving Date**, **Received Amount**, **Recieving Method**, and the currency field. |
| Invoice area | `No Invoices To Display` when no invoice rows are available. |
| Totals | `Recieved Amount`, `Allocated Amount`, and `None Allocated Amount`. |
| Related work | `Tickets`, plus **Attachment** and **Last Modifications** after the payment is saved. |

## 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. |

![Check the payment fields and the save controls before entering values.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/ba779ff4258db69897af0c194eb460e9.png)

**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.

![Review the amount area before allocating the payment.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/0dd8a96c112b556b4951ee063bc19098.png)

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.