All payments that have been authorized need to be processed. Depending on the payment method, the payment can be processed electronically or by printing a payment document. It is necessary to have all the information pertaining to the processed payments such as the bank account, the payment reference, the amount, and others for accountability purposes.
Go to Cash flow ➔ Statistics ➔ Who processed and click Display to view processed payments.
You can filter the processed payments that you want to display by defining the search criteria and clicking Refresh. The processed payments and all relevant information pertaining to the processed payments that match the search criteria will be displayed.
Select this check box to view prepayment transactions. Prepayment transactions are advanced payment created at Cash flow ➔ Payments ➔ Prepayments & Transfers.
Select this check box to view the payment that needs to be authorized. You can also authorize payment at Cash flow ➔ Payments ➔ Authorize.
This check box is selected by default and enables you to view payment that has been authorized. For authorized payment, the Authorized field in the cash flow process will have a green check mark to indicate that the payment has been authorized.
Select this check box to view all payment in transit.
Select this check box to view the payment that has been matched to the relevant invoices.
or
Click this to show or hide the unmatched payment or receipt transactions in the lower pane of the result section.
Note: The and button will be available only if Show check box at the Payments and Receipts section is selected when defining the search criteria before displaying the results. The buttons will be hidden if PO/SO or Run number is selected at Group by.
Click this to display the Transaction field.
Select the required method to group the payment. You can choose to group by Details, Payment reference, Debtor, Creditor, Run number or PO/SO. By default, Details is selected.
Select the type of payment transactions you want displayed. You can choose from payment transactions that relate to Purchase invoice, Purchase credit note, Sales invoice, Sales credit note, Other, Payroll, or POS Sales invoice. By default, All is selected.
The four fields on the left display the status of selected payments. A green check mark denotes a completed process whereas a red cross means the process is incomplete. You can also authorize and process a payment by selecting a payment and clicking Authorized or Processed. All the fields will be displayed only if Details is selected at Group by. On the right the Prepayment, To be authorized, Already authorized, Payments in transit, and Matched amounts will be displayed based on the check boxes selected if Details is selected at Group by. If any other option beside Details is selected, the To be received, To be paid, and Balance amounts based on the selected check boxes will be displayed.
The following buttons will be displayed in the Advanced mode.
Click this to view the summary report of the payment transactions.
Click this to view the debtor/creditor card. For more information, see Viewing creditor card.
Click this to edit the debtor/creditor information screen. For more information, see Maintaining accounts payable.
Click this to export the data to Microsoft Excel.
Click this to block the payment transactions from further actions.
Click this to switch between the simple and advanced criteria. Click Simple to hide the advanced criteria. Click Advanced to display advanced criteria.
Click this to display the search results according to the defined criteria.
Click this to add a new note or to view existing notes for the selected account. Type a note, click Timestamp (optional), Save and then Close to exit.
Click this to view further details of the payment transaction.
Click this to view the complete transaction of the selected line based on the internal reference.
Click this to view the complete transaction of the selected line based on the customer reference.
Click this to view the purchase order or sales order of the selected payment transaction. For more information, see Overview of purchase orders and Overview of sales orders.
Click this to match the invoices with the cash flow entries. For more information, see Matching payments or receipts to invoices.
Click this to assign Own account, Payment date, Payment method, or To Cash instrument to the payment transaction.
Click this to group the selected invoices manually or automatically based on Payment reference, Payment date, Own account, Payment method, or To Cash instrument (this is not necessary for a single debtor or creditor).
Click this to select or deselect all payments. Click Select all to select all payment transactions. This button then changes to Deselect all. Click Deselect all to clear all selected payment transactions.
Click this to void cheque payments. Once this button is clicked, the Void screen is displayed where you can specify the void date. If the void date falls within a closed period, the message "Period is closed. Edit?" will be displayed. Click Yes to go to the Period-date calendar under the Period and year control section at General settings. For more information, see General settings. This button is only available if at Bank settings, Advanced: Instrument handling under the General section is cleared, Journalize payments under the Payments: Bank/Cheque section is selected, and Allow: Void under the Payments: Void section is selected. For more information, see Bank settings.
Click this to exit.