Payment

This page shows one receipt or payout: who paid or was paid, how much, what it settles and whether it has cleared. It is where you mark a payment cleared once the money has moved, or record a bounce, and where you generate the receipt the buyer or allottee is given for the money.

Where to find it

• The payment number or the eye icon on the Payments list, or on a booking's Demands & money tab.
• The payment number in a payout run's list of payouts.
• A payment link on a demand or a commission.
• The "refund payout" link on a cancelled booking, or the Cancel booking wizard.
• A link in a notification, in the Audit log, or on a task linked to the payment.
• The link between a consideration receipt and the GST receipt recorded with it, in the alert at the top of either page.
• Saving a new or edited payment opens it.

You need the View permission on Payments. Without it the page shows "No access" and "You do not have permission to view payments. Ask your administrator."

What you see

The header shows the payment number with badges for the direction (Receipt or Payout), a blue GST receipt badge when the receipt is the buyer's GST, the clearing status and the mode. The line underneath reads "party · amount on date", with "· booking …" when the payment is on a booking. Amounts on this page are shown in rupees without the ₹ sign.

When a GST receipt was recorded together with a consideration receipt, an information alert links the two:

• on the GST receipt, "GST receipt recorded with consideration receipt <number> (<amount>, <status>). Each is its own entry: the consideration is swept, the GST is not.";
• on the consideration receipt, "Recorded together with the GST receipt <number> (<amount>, <status>). Each is its own entry: this one is swept, the GST is not."

When the payment has bounced, an alert reads "Bounced on …: …" with the reason, followed by "The receipt voucher was reversed and the bills reopened." if it had already posted a voucher. When it was cancelled, the alert reads "Cancelled before clearing; nothing was posted."

A cleared consideration receipt that has been swept shows a RERA sweep card naming the receipt's own RERA sweep (a link to it), its date and status, with "This receipt's money in the collection account was swept on <date>. If it bounces later, the bounce rule drafts a reversal of its share." A cleared consideration receipt without a live sweep shows the Sweep this receipt button in the header instead.

Details

Field	What it shows
Payer / Payee	Who paid (a receipt) or who was paid (a payout).
Books	The books the payment belongs to, as a link to their Books overview.
Into / From	Our bank account (bank and last four digits), or "Cash".
Payer's account / Payee's account	The other side's bank account, when recorded.
Instrument	The cheque or draft number, date and bank, or the UTR.
Purpose	The purpose chosen when the receipt was recorded (Installment, GST, TDS, PFC or Other Charges, the last followed by "· <which charges>"; "GST" on a GST receipt recorded with its consideration receipt), or the free text typed on a payout.
Project	The project the payment relates to.
Cleared	The date it cleared.
Voucher	The voucher it posted. It is a link when you have the View permission on Vouchers.
Party ledger	The party's ledger in the books, as code and name.
Narration	The narration ("GST on receipt <number>" on a GST receipt recorded with its consideration receipt, unless you typed one).
Recorded	When the payment was recorded.

Amounts

• Amount received (a consideration receipt), GST received (a GST receipt) or Gross (a payout): the full amount the payment settles.
• TDS: tax deducted at source, with its section in brackets. Shown on payouts, and on older receipts that were recorded with TDS before TDS credits existed; a receipt recorded today carries no TDS.
• Net into bank (receipt) or Net paid out (payout): the amount less TDS, the money that actually moved. Shown on payouts and on older receipts with TDS or GST banked apart.
• GST banked apart (legacy): on an older receipt that split its GST off into another account, "<amount> into <bank> ····<last four digits>". New receipts record the GST as a GST receipt instead.
• Allocated: the part placed on demands, commissions or rows.
• Of which applied after clearing: shown when part of a cleared receipt's advance was applied to a demand later.
• On account: the rest, which stays on the party's ledger.

Allocations

A table of what the payment settles. On a receipt these rows were made by the receipt itself when it was recorded (the payer's open demands, oldest due first) or by Apply to a demand afterwards; on a payout they are the allocations picked on the recording page.

Column	What it shows
Target	The demand (a link to it), the commission (a link to it), or "Schedule row #… · charge name".
Status	The target's own status, for example Partially Paid.
Allocated	The amount placed on it.
Made	"At recording", or "Applied <date>" with the Journal voucher when an advance was applied after clearing.
Notes	Any note on the allocation.

With no allocations it reads "Nothing allocated: the whole amount sits on the party's ledger as an advance / on account."

Documents

The Documents card lists the documents generated for this payment. On a receipt its subtitle reads "The receipt issued to the payer for this money, and anything else generated for it. A receipt generated while the payment is pending says so; bouncing or cancelling the payment voids its receipts."; on a payout it reads "Documents generated for this payout, such as a payment advice. Each keeps the template version it was made with." The grid has the same columns and icons (Preview, Download PDF, Download Word, Email, Void, Delete) as Booking documents. The card shows when you have the View permission on Generated Documents; when nothing has been generated it reads "No documents generated for this record yet".

Tasks

The Tasks card lists the tasks linked to this payment, with "… open" beside the heading once there are any, or "No tasks yet for this record." It shows when you have the View permission on Tasks (see Tasks). Add task on the card creates a task already linked to this payment; it needs the Create permission on Tasks.

What you can do

Each button below shows only when the payment's status allows it and you hold the permission. Buttons are hidden, not greyed out, otherwise.

History

History in the header (hover "Who changed this record, what and when") opens the panel History · <payment number>: who changed the payment, what they changed and when, newest first, with Load older changes at the foot when there are more. Changes to its allocations are included (the panel says "Lines of this record (items, parties, permissions) are included."). A record nobody has touched since the trail began reads "No history yet". See History panel.

• Who: anyone who can open this page. Open in the audit log at the foot of the panel needs the View permission on Audit Trail.

Workflows

Runs one of your organization's manual workflow rules on this payment. The menu shows only when at least one manual rule exists for payments; none is seeded as a system rule. A rule you can't run on this payment stays in the menu and, when you pick it, explains why.

• Who: anyone with the View permission on Workflow Runs.

Booking

Opens the booking's Demands & money tab. It shows when the payment is on a booking.

• Who: anyone with the View permission on Bookings.

Edit

Opens Edit payment, where you change the details (and, on a payout, the allocations) of a payment that hasn't cleared.

• Who: anyone with the Edit permission on Payments. In the default roles that is the Administrator, Finance Lead and Accountant.
• When: only while the payment is Pending.

Mark cleared

Use it once the money has actually reached (or left) the bank. A dialog "Mark as cleared?" explains what will be posted:

• for a receipt: "The receipt voucher is posted (bank or cash debited, the buyer credited against the allocated bills) and the demands and schedule rows are marked paid.";
• for a payout: "The payment voucher is posted (partner or member debited against the allocated bills, bank or cash credited, TDS payable credited)."

Set Cleared on (today by default) and click Clear and post, or Cancel to close the dialog without posting anything.

• Who: anyone with the Edit permission on Payments.
• When: only while the payment is Pending.
• What happens next: "… cleared; voucher … posted." The payment turns Cleared and the voucher, dated the cleared-on date, appears under Details. The demands, commissions and rows it settles are updated: a demand becomes Partially Paid or Paid, and so does a commission. A consideration receipt into the project's collection account is swept straight away by the system rule "Receipt cleared into the collection account: post its RERA sweep (system)" (one sweep for this receipt alone, dated the cleared-on date), and the RERA sweep card appears once the sweep is posted.
• The GST receipt clears with it. When a GST receipt recorded together with this consideration receipt is still Pending, the dialog adds "The GST receipt recorded with it is cleared on the same date." and both are cleared in one go, each with its own voucher. Clearing the GST receipt from its own page clears that one alone.
• If it's refused, the reason shows in the dialog, for example "These books have no ledger for that bank account. Add a bank ledger under Chart of accounts first.", "These books are inactive. Reactivate them under Books to post entries.", "No fiscal year covers that date. Open the next fiscal year under Books first." or, for a payout of a benefit row, "Charge component … has no ledger mapping in books …". Bank ledgers are added under Ledgers (or with Sync bank ledgers on the Project overview), fiscal years under Fiscal years and ledger mappings under Component mappings.

Sweep this receipt

Posts this receipt's RERA sweep by hand: one sweep for this receipt alone, dated its clearing date, the escrow share to the RERA separate account and the rest to the operative account, as one Contra voucher. The hover reads "One sweep for this receipt alone, dated its clearing date: the escrow share to the separate account, the rest to the operative account". It does exactly what the system rule "Receipt cleared into the collection account: post its RERA sweep (system)" does the moment the receipt clears; use it when that rule is switched off or could not post, or after a sweep that held this receipt was reversed (to redo a sweep that grouped several receipts, Reverse it under RERA sweeps, then Sweep this receipt on each receipt).

• Who: anyone with the Create permission on Payments. In the default roles that is the Administrator, Finance Lead and Accountant.
• When: only on a Cleared consideration receipt with no live sweep (none yet, or a Cancelled one). The button is hidden on payouts, GST receipts, Pending, Bounced or Cancelled receipts, and receipts already on a Draft or Posted sweep.
• What happens next: "Sweep <no> posted: <x> to the separate account, <y> to the operative account." The sweep is posted at once with the note "Receipt <no>", and the RERA sweep card links to it. The split is the escrow share in force on the clearing date.
• If it's refused, nothing is posted and the reason shows in a red banner at the top of the page: "<no> is a payout; only receipts are swept", "Receipt <no> is <status>; only a Cleared receipt is swept", "Receipt <no> is not on a project", "Receipt <no> was banked into <bank ····last 4>, not the collection account of <project>; only the collection account is swept", "Receipt <no> is on sweep <sweep no> (<status>)", "Receipt <no> put nothing into the collection account", "The project has no collection bank account; add it under the project's Promoter & bank accounts step." (or "… RERA separate bank account …", "… operative bank account …"), "The books have no ledger for the collection account; sync bank ledgers on the project." (or the RERA separate / operative account), and the inactive-books and locked-period messages any voucher gets. See A RERA sweep cannot be posted, edited, cancelled or reversed.

Bounce

Records that the cheque or transfer failed. The dialog "Bounce this payment?" asks for Bounced on (today by default) and a Reason (required, "Reason is required"; placeholder "Insufficient funds, signature mismatch…"). Click Mark bounced, or Cancel to close the dialog.

• Who: anyone with the Edit permission on Payments.
• When: while the payment is Pending or Cleared.
• What happens next: "Payment marked bounced." and the status turns Bounced.
  • A Pending payment: "The pending payment is marked bounced; nothing was posted."
  • A Cleared payment: "The voucher is reversed, the allocated bills reopen and the paid amounts are recomputed." The reversal is dated the bounce date, or the voucher's own date if that is later.
  • Every receipt document on the payment turns Void with the reason "Receipt <no> bounced: <reason>" and prints with the VOID watermark from then on. Other documents on the payment are left alone.
  • A GST receipt recorded with a bounced consideration receipt is not bounced with it: bounce it on its own page if the whole transfer failed.
• Follow-up: the system workflow rule "Payment bounced: recover (system)" (see Rules) is on by default. It notifies the Accountants and Finance Leads, and gives an Accountant a high-priority task to recover the money within 2 days. A second rule that emails the payer ships switched off.

Cancel

Withdraws a payment that was recorded by mistake, before it cleared. The confirmation reads "Cancel this payment?" and "The pending payment is marked cancelled and its allocations released." Click Cancel payment.

• Who: anyone with the Edit permission on Payments.
• When: only while the payment is Pending. A cleared payment is bounced instead.
• What happens next: "Payment cancelled." The status turns Cancelled, and the amounts it had allocated are open again for other payments. Any receipt document on it turns Void with the reason "Receipt <no> cancelled". A GST receipt recorded with it is left as it is; cancel it separately.

Delete

Removes a pending payment for good. The confirmation reads "Delete this payment?" and "The pending payment is removed for good." Click Delete.

• Who: anyone with the Delete permission on Payments. In the default roles that is the Administrator, Finance Lead and Accountant.
• When: only while the payment is Pending. Otherwise the app answers "Only a Pending payment can be deleted; bounce or cancel it instead".
• What happens next: "Payment deleted." You go back to the booking's Demands & money tab, or to the Payments list.

Generate receipt

On the Documents card (the button reads Generate document on a payout). Opens "Generate document for Receipt <no>" with Template, the published templates for payments (placeholder "Choose a template…"; "No published template for this record type" when none is published, with the help "Only published templates can be used. Publish one for this record type under Settings › Documents › Templates."), and Format (PDF or Word, "Either format can be downloaded later; this one is stored."). Confirm with Generate. A toast reads "<document no> generated." and the receipt appears in the card, numbered RC-… when made from a Receipt-kind template.

The starter "Receipt (standard)" template (ships as a draft; publish it first, see Put a starter template into use) prints who paid (the buyer with their PAN, or the allottee with their membership number), the amount in figures and in words, the mode and the cheque or UTR details, the unit, tower and project, the demands or instalments the money was allocated to with the amount on each, anything left on account, the TDS the payer deducted, and "Subject to realisation of the instrument." while the payment is Pending or "Realised on <date>." once it is Cleared.

• Who: anyone with the Create permission on Generated Documents. In the default roles: Administrator, Finance Lead, Accountant, Sales Manager, Sales Executive, Rehab Officer and Legal & Documentation.
• When: any status. A receipt is normally generated once the payment is Cleared; one made while it is Pending says so on its face.
• Automatically: the system rule "Receipt cleared: generate the receipt (system)" generates it the moment a receipt clears, and "Receipt cleared: acknowledge by email (system)" generates and emails it. Both ship switched off and need the template published; switch on one, not both, under Rules.

The card also has Preview (anyone who can see documents): pick a template and see on screen what Generate would produce for this record, without numbering or keeping anything. Each generated row has a Regenerate icon (the Create permission on Generated Documents) that makes a fresh document from the same template with today's data; the old one stays until you delete or void it. See Generated documents.

Add task

On the Tasks card. Adds a task linked to this payment. See Tasks.

• Who: anyone with the Create permission on Tasks.

Statuses

• Pending: recorded, nothing posted. Mark cleared (or Save and clear when recording) moves it to Cleared; Bounce to Bounced; Cancel to Cancelled; Delete removes it.
• Cleared: the voucher is posted. Bounce moves it to Bounced.
• Bounced: final. If it had cleared, the voucher was reversed.
• Cancelled: final. Nothing was posted.

Clearing a payout run also clears its payouts, and cancelling a member benefits or commissions run cancels its pending payouts.

Things to know

• Only clearing touches the accounts. Recording, editing, cancelling and deleting a pending payment post nothing. So a cheque waiting at the bank never inflates the bank balance.
• A consideration receipt into the collection account is swept the moment it clears. Under RERA the bank sweeps the collection account; once the receipt is Cleared, the system rule "Receipt cleared into the collection account: post its RERA sweep (system)" records that sweep as the receipt's own RERA sweep, one Contra voucher per receipt dated the cleared-on date (the escrow share to the RERA separate account, the rest to the operative account), and the RERA sweep card on this page links to it. Two receipts cleared on the same day get two sweeps. When the rule is off or could not post, Sweep this receipt does the same by hand. A GST receipt is never swept unless it was banked into the collection account. See RERA accounts and the daily sweep.
• A consideration receipt and its GST receipt are two payments. Each has its own number, clearing status, voucher and allocations; the alert at the top links them. Clearing the consideration receipt (Save and clear when recording, Mark cleared here) also clears a GST receipt still Pending; bouncing or cancelling acts on one payment at a time.
• The TDS a buyer deducted is not on the receipt. It is recorded under TDS credits against the demand. A receipt showing a TDS row is an older one, or a payout.
• A bounce after a sweep leaves the sweep alone. The receipt voucher is reversed, and the bounce rule drafts a reversal of the receipt's share of the sweep; the RERA sweep card shows it.
• To correct a cleared payment, bounce it and record a new one. A cleared payment can't be edited, cancelled or deleted, so the posted voucher and its reversal both stay on record.
• Clearing a receipt doesn't split it across the demand's charges. The demand shows the money as received; someone then places it on the demand's charge lines with Appropriate on the demand.
• A bounce doesn't undo an appropriation. If the bounced receipt had already been split across a demand's charges, the demand flags that more is placed on its lines than has been received, until someone reduces the appropriation.
• Payouts that belong to a payout run can still be cleared, edited, cancelled or deleted here one by one. The run isn't updated when you do. If every payout of a run is cleared this way, the run is left in Draft or Approved with nothing pending, and can't be approved, cleared or cancelled any more.
• Deleting the newest payment frees its number. The next payment recorded in those books may take the same number. Deleting is refused while the payment has documents? No: the documents stay in Generated documents pointing at a payment that no longer exists. Void or delete them first if that matters.
• A receipt document is not the receipt voucher. The RCT-… number is the payment's own; the RC-… number belongs to the printed receipt, of which there can be several (a pending one, a cleared one, a Word copy). Each keeps the template version it was made with.
• Receipts of a booking are listed on the booking too, on its Documents tab, beside the allotment letter and the demand letters.
• Cancelling or deleting a refund payout from a booking cancellation leaves the buyer's credit on their ledger, and there is no screen to create the refund again.
• The bounce alert says "The receipt voucher was reversed…" for payouts too, and the system bounce notification always says the demand is outstanding again. For a payout, read it as the payout's voucher.

Related

• Edit payment
• Payments
• TDS credits
• Generated documents
• Document templates
• Booking documents
• Payout run
• Voucher
• Demand
• Commission
• Demands & money
• Booking overview
• Cancel booking
• Books overview
• Ledgers
• Fiscal years
• Component mappings
• Project overview
• RERA sweeps
• RERA sweep
• Sweep the collection account by hand
• A RERA sweep cannot be posted, edited, cancelled or reversed
• RERA accounts and the daily sweep
• Tasks
• Notifications
• Rules
• History panel
• Audit log