Customer Payment History

Customer Payment History

Customer payment history provides a detailed record of all payments received from customers in EquiBillBook. This guide will help you view, analyze, and manage customer payment records to track payment patterns and maintain accurate accounts receivable.

What is Customer Payment History?

Customer payment history includes:

• All payments received from customers
• Payment dates and amounts
• Payment methods (Cash, Bank Transfer, Cheque, etc.)
• Invoices paid against each payment
• Payment receipts and references
• Payment status and reconciliation

Accessing Payment History

To view customer payment history:

1. Navigate to Reports from the main menu
2. Click on Customer Payment Reports or Receivables Reports
3. Select "Payment History" or "Customer Payments"

Alternatively, access payment history from:

• Customers → Select a customer → "Payment History"
• Accounts → Payment Accounts → View transactions
• Banking → Bank Deposits (for bank payments)

Understanding Payment History View

The payment history displays:

• Payment Date: Date when payment was received
• Customer Name: Customer who made the payment
• Payment Amount: Total payment amount
• Payment Method: How the payment was made (Cash, Cheque, Bank Transfer, etc.)
• Reference Number: Cheque number, transaction ID, or receipt number
• Account: Account where payment was deposited
• Invoices Paid: List of invoices paid with this payment
• Status: Payment status (Cleared, Pending, Bounced, etc.)

Filtering Payment History

You can filter payment history by:

• Date Range: View payments within a specific period
• Customer: Filter by specific customer or customer group
• Payment Method: Filter by cash, cheque, bank transfer, etc.
• Account: Filter by payment account (bank account, cash account)
• Amount Range: Filter payments within a specific amount range
• Status: Filter by cleared, pending, or bounced payments
• Search: Search by reference number, customer name, or invoice number

Payment Details

Click on any payment to view detailed information:

• Complete payment details
• Allocated invoices and amounts
• Payment receipt
• Supporting documents and attachments
• Payment notes and comments
• Related transactions

Payment Allocation

View how payments were allocated to invoices:

• See which invoices were paid with each payment
• View partial payment allocations
• Check payment distribution across multiple invoices
• Verify payment amounts match invoice amounts

Payment Methods Analysis

Analyze payment methods to understand customer preferences:

• View payment distribution by method
• Identify most common payment methods
• Track payment trends over time
• Plan for payment method optimization

Payment Trends

Analyze payment patterns and trends:

• Payment Frequency: How often customers pay
• Average Payment Amount: Average payment size
• Payment Timing: When customers typically pay
• Seasonal Patterns: Identify seasonal payment trends
• Payment Delays: Track late payments and delays

Exporting Payment History

Export payment data for analysis:

• Export to Excel: Export payment list to Excel for analysis
• Export to PDF: Generate PDF reports of payments
• Print Reports: Print payment history reports
• CSV Export: Export to CSV for data import to other systems

Payment Reconciliation

Use payment history for reconciliation:

• Match payments with bank statements
• Identify unmatched payments
• Track cleared and pending payments
• Resolve payment discrepancies
• Mark payments as cleared or bounced

Payment Receipts

Generate and manage payment receipts:

• View payment receipts for each payment
• Download receipts as PDF
• Email receipts to customers
• Print receipts for physical records
• Resend receipts if needed

Best Practices

• Review payment history regularly to track collections
• Reconcile payments with bank statements monthly
• Keep detailed records of all payment references
• Follow up on pending or bounced payments
• Analyze payment trends to improve cash flow
• Export payment data for accounting and reporting
• Maintain payment history for audit purposes

Common Scenarios

1. Finding a Specific Payment

Use search or filters to find payments by:

• Reference number (cheque number, transaction ID)
• Customer name
• Invoice number
• Date range

2. Analyzing Customer Payment Behavior

Review payment history to understand:

• Payment frequency and patterns
• Preferred payment methods
• Payment delays or issues
• Customer reliability

3. Reconciliation with Bank Statements

Use payment history to:

• Match payments with bank deposits
• Identify missing or unmatched payments
• Verify payment amounts
• Resolve discrepancies

Related Features

Payment history is connected to:

• Customer Transactions: View complete transaction history
• Outstanding Balances: See current balances after payments
• Customer Statements: Generate statements including payment history
• Bank Reconciliation: Reconcile payments with bank accounts

Next Steps

After reviewing payment history, you can:

• Generate payment reports for analysis
• Reconcile payments with bank statements
• Follow up on pending or overdue payments
• Analyze payment trends for business insights
• Export data for accounting and reporting

Customer payment history in EquiBillBook provides comprehensive visibility into all customer payments, helping you track collections, reconcile accounts, and maintain accurate financial records.