ABSS Books · Customer App

Customer Payments

Customer Payments is a review queue. Customers submit the payments they have made in the customer app, also called the customer portal, and they show up here as Submitted. You check each one, then record it as a Payment Received or reject it with a reason. Nothing posts to your ledger from this screen.

Who it's for: Anyone who checks the payments customers submit through the portal before they are recorded in Books
Where to find it: Customer AppCustomer Payments
What you need: A plan that includes the customer portal

Customer Payments walkthrough

Coming soon

What you can do here

See the payments your customers submit in the customer app, in one list.
Open a payment to check its amount, date, mode, reference, the account it was paid into and the invoices it covers.
View the files the customer attached to the payment.
Record a Submitted payment as a Payment Received, choosing the Division, Branch and Warehouse it belongs to.
Reject a Submitted payment with a typed reason.
Go from a recorded payment straight to the Payment Received it became.
Search by payment number, reference or customer name, and filter by date, status, mode and customer.

A Customer Payment is submitted by the customer in the customer app. When you record it, it becomes a Payment Received.

Before you start

A payment can only reach this screen once the customer portal is set up for the customer.

A plan with the customer portal: The Customer App menu group shows only when your plan includes the customer portal. The same group holds Customer App Dashboard and Customer Orders.
A customer with portal access: Payments reach this screen only from customers who use the customer app. On the customer record, turn on Enable Portal? under Other Details. See Customers. Customers link their account to your company with the Company Code from Settings → Profile.
Division, Branch and Warehouse: A payment submitted in the customer app does not carry these. You pick all three when you record it as a Payment Received.
The right permissions: Record Payment needs permission to edit Customer Payments and permission to create Payments Received. Reject needs permission to edit Customer Payments. Neither is available in view-only mode. Without them the buttons are greyed out. Point at a greyed-out button to see the reason.
An Accountant: Recording creates a Payment Received that is Pending. It still needs an Accountant to approve it before your ledger and invoice balances change.

How a payment gets here

You do not enter payments on this screen. There is no Add button, no edit and no delete. You read what the customer submitted, then record it or reject it.

The customer submits the payment in the customer app
It arrives here as Submitted, with the amount, the payment date, the mode, the invoices it covers and any files the customer attached.
You review it
Open the payment and check it against the money you actually received.
You record it or reject it
Record Payment turns it into a Payment Received. Reject closes it with a reason.

Besides the menu, you can open this screen with the Customer Payments button on the Payments Received list, or with View all on Recent Payments on the Customer App Dashboard.

Note: A Customer Payment does not post to the ledger and does not change any invoice balance. It only joins your accounts when you record it and the Payment Received is approved.

Find and view customer payments

Use the Customer Payments list to find a payment, and the detail page to read it.

The Customer Payments list

Status tabs: All, Submitted, Approved and Rejected. You can turn on more than one status tab at a time.
Totals: Total Count and Total Value beside the page title cover every payment that matches your filters.
Columns: Payment#, Payment Date, Customer Name, Status, Amount, Mode and Reference. You can sort by Payment#, Payment Date, Status or Amount.
Search: By payment number, reference or customer name.
Filters: Date range, which works on the Payment Date, Status, Mode (Petty Cash, Cheque, Bank Transfer or UPI) and Customer. There is no division or branch filter on this screen.
Lock: Keeps the filters you have applied for the next time you open the list. Choose Unlock to clear them.
Row actions: Choose a row, or its eye icon, to open the payment. More Actions on the row holds Record Payment and Reject, both for a Submitted payment.
More Actions at the top of the list: Manage Custom Fields to choose which columns show, Refresh List and Reset Columns Width.

The payment detail page

The page is titled Customer Payment Details. The payment itself is read-only.

Header: Shows the payment number, the status and the Total Amount. View Customer opens that customer's record without leaving the payment.
Payment Details: Party Name, Payment Date, Amount and Payment Mode, as the customer entered them. A Rejected payment also shows the Rejection Reason here.
More Details: The payment number, and Paid Into: the account of yours the customer paid into. When that account has bank details, you also see Bank, Account Number, IFSC and Branch. Reference shows when the customer gave one.
Recorded As Payment Received: Appears under More Details once the payment is recorded. It shows the Payment Received number and the date it was recorded. Choose the number to open that Payment Received.
Invoice Details: The invoices the customer says the payment covers, with Invoice ID, Invoice Date, Due Date, Invoice Amount, Amount Due and Payment. Payment is the amount the customer put against that invoice. Choose an invoice number to open the invoice, if you have permission to view invoices. With no invoices, the table reads No invoice applications.
Attachments: A tab with the files the customer attached to the payment. It shows only when there are any.
History: What has happened to the payment, including the rejection reason or the Payment Received it was recorded as.
Record Payment and Reject: The action buttons beside the tabs. Both are available only while the payment is Submitted.
Document Information: The currency, who created the payment and when. Created by shows the customer's name.

Tip: Amount Due under Invoice Details is what is still outstanding on the invoice now. Compare it with the Payment column before you record.

Record a payment

Recording turns a Submitted payment into a Payment Received, filled in from what the customer submitted. Use Record Payment on the detail page, or More Actions on the list row.

Open the Submitted payment and choose Record Payment
A window titled Record as Payment Received opens. It shows the payment number, the customer name and the amount so you can check you have the right payment.
Pick Division, then Branch, then Warehouse
All three are required.
Choose Record Payment
Add Payment Received opens with the payment's details filled in. Nothing has been saved yet.
Review and save the Payment Received
Saving creates a Pending Payment Received and moves the Customer Payment to Approved. See Payments Received for the rest of the form.

Location first: A payment from the customer app has no Division, Branch or Warehouse. The Record as Payment Received window asks for all three before it opens Add Payment Received.
What carries over: The customer, Payment Date, Payment Mode, the Deposit To account, Reference, Received Amount, and the amount against each invoice.
What is locked: The payment is recorded as the customer submitted it. You cannot change Customer Name, Payment Mode, Received Amount or the Payment column of the Invoice Table. Deposit To is locked when the customer's payment names the account it was paid into. Advanced Payment, Should this amount be reflected in the payment field? and Clear Fields are switched off.
Invoices from every branch: Show current branch documents only is off and locked, so the Invoice Table lists the customer's open invoices from all branches, not only the branch you picked.
What you can still change: Payment Date and Reference, before you save.
When it becomes Approved: The Customer Payment stays Submitted until you save the Payment Received. Saving moves it to Approved in the same step. Closing Add Payment Received without saving leaves it Submitted, so you can record it again.
If an invoice can no longer take the amount: If an invoice the customer paid against has since been paid off or cancelled, Books will not save. It tells you the invoice is no longer payable for the submitted amount. Reject the Customer Payment instead.
If the payment was already handled: If someone recorded or rejected the same Customer Payment while you had the form open, Books tells you it is no longer pending and does not create a second Payment Received.

Warning: Approved on this screen does not mean the money has posted. The Payment Received you created is still Pending. Your ledger and the invoice balances change only when an Accountant approves it under Sales → Payments Received.

Reject a payment

Reject a Submitted payment that you cannot match to money received, or that can no longer be recorded as submitted.

Open the Submitted payment and choose Reject
On the list, Reject is under More Actions on the row. A window titled Reject Customer Payment? opens, showing the payment number and the new status.
Type the Rejection Reason
You must type a reason. You cannot reject without one.
Choose Yes, Reject
The payment becomes Rejected. The reason shows under Payment Details and in History.

Warning: The warning on the window is accurate: rejecting cannot be undone. The payment stays on the list as Rejected. No Payment Received is created.

What each status means

A Customer Payment has three statuses. The customer sets the first by submitting. You set the other two.

A Customer Payment arrives as Submitted. Recording it makes it Approved. Rejected can only be reached from Submitted.

Status	How a payment gets there	What you can do
Submitted	The customer submits the payment in the customer app.	Record Payment or Reject.
Approved	Set for you when you save the Payment Received created with Record Payment.	Nothing on this screen. Open the linked Payment Received to follow it.
Rejected	You choose Reject and type a reason.	Nothing. Rejecting cannot be undone.

Rules to know

The rules behind this screen, in one place.

Topic	Rule
Creation	Not possible in Books. Payments arrive from the customer app, from a customer who has portal access, and only if the customer portal is on your plan.
No ledger posting	A Customer Payment never posts to the general ledger and never changes an invoice balance. Recording it creates a Pending Payment Received, which does not post either. Your deposit account, Accounts Receivable and the invoice balances move when an Accountant approves that Payment Received.
Approved is not posted	Approved on this screen means the payment has been recorded as a Payment Received. It does not mean the Payment Received has been approved.
Record and reject	Only a Submitted payment can be recorded or rejected. Rejecting requires a typed reason and cannot be undone. The payment stays on the list as Rejected.
Recording	You must pick Division, Branch and Warehouse first, because the payment does not carry those. The Customer Payment becomes Approved when the Payment Received is saved, not when you click Record Payment.
Recorded as submitted	The customer, the amount, the mode and the amount against each invoice are locked on the form. If an invoice can no longer take the submitted amount, the payment cannot be recorded. Reject it instead.
One Payment Received	A Customer Payment is recorded once. An Approved payment cannot be recorded again.
Editing and deleting	Neither exists on this screen. You cannot change the amount or the invoices on a Customer Payment, and you cannot delete one.
Permissions	Record Payment needs permission to edit Customer Payments and to create Payments Received. Reject needs permission to edit Customer Payments.