Payment Account Transactions

Payment Account Transactions

Payment account transactions in EquiBillBook represent all payment-related activities linked to specific payment accounts. This guide explains how to view, manage, and understand payment account transactions in your system.

Understanding Payment Account Transactions

Payment account transactions include:

• Customer payments received (linked to payment accounts like cash, bank accounts)
• Supplier payments made (deducted from payment accounts)
• Payment transfers between accounts
• Journal entries affecting payment accounts
• Bank deposits and withdrawals
• Payment reconciliations

Accessing Payment Account Transactions

To view payment account transactions:

1. Navigate to the Accounts module from the main menu
2. Click on Payment Account or Payment Account Report
3. The system will display all payment account transactions based on your filters

Viewing Payment Account Transactions

The Payment Account view shows detailed transaction information:

Information Displayed:

• Transaction Date: Date of the payment transaction
• Account Name: The payment account involved in the transaction
• Transaction Type: Type of transaction (Payment Received, Payment Made, Journal Entry, etc.)
• Reference Number: Invoice number, payment reference, or voucher number
• Party Name: Customer or supplier name (if applicable)
• Debit Amount: Amount debited from the payment account
• Credit Amount: Amount credited to the payment account
• Balance: Running balance of the payment account after each transaction
• Payment Method: Method of payment (Cash, Bank Transfer, Cheque, Online Payment, etc.)
• Description/Narration: Additional details about the transaction

Filtering Payment Account Transactions

Use filters to narrow down your transaction view:

• Account Filter: Select a specific payment account to view transactions for that account only
• Date Range: Filter transactions by date range (from date to to date)
• Search: Search for specific transactions using reference numbers, party names, or keywords

Steps to Apply Filters:

1. Expand the Filter section at the top of the page
2. Select the desired Account from the dropdown (or leave as "Select Account" to view all)
3. Choose the Date Range using the date picker
4. Click Search to apply filters and refresh the transaction list
5. Click Refresh to clear filters and show all transactions

Linking Accounts to Transactions

You can link payment accounts to transactions:

• When Recording Customer Payments: Select the payment account (cash, bank account) from which payment is received
• When Recording Supplier Payments: Select the payment account from which payment is made
• When Creating Journal Entries: Use payment accounts in journal entries to record transfers or adjustments

To Link an Account:

1. Click on the Link Account option (if available in the transaction view)
2. Select the appropriate payment account from the dropdown
3. Save the changes to link the transaction to the selected account

Transaction Details and Navigation

From the Payment Account transactions view, you can:

• View detailed information about each transaction
• Navigate to related documents (invoices, purchase bills, journal entries) by clicking on reference numbers
• Export transaction data to Excel, CSV, or PDF formats
• Print transaction reports
• Analyze payment account balances and trends

Payment Account Balance

The Payment Account view shows running balances:

• Opening Balance: Balance at the start of the selected period
• Total Debits: Sum of all debit transactions (payments made, withdrawals)
• Total Credits: Sum of all credit transactions (payments received, deposits)
• Closing Balance: Final balance after all transactions in the period
• Running Balance: Balance after each individual transaction

Exporting and Printing Transactions

Export payment account transactions for analysis or record-keeping:

• Export to Excel: Download transactions in Excel format for further analysis
• Export to CSV: Export data in CSV format for import into other systems
• Export to PDF: Generate PDF reports for printing or sharing
• Print: Print transaction reports directly from the system

Best Practices for Payment Account Transactions

• Regularly review payment account transactions to ensure accuracy
• Reconcile payment account balances with actual bank/cash balances
• Link all payment transactions to appropriate payment accounts
• Use descriptive reference numbers and narrations for easy identification
• Review transactions daily or weekly to catch any discrepancies early
• Export and archive transaction reports for audit and record-keeping purposes

Related Topics

• Payment Account Setup - Learn how to set up payment accounts
• Payment Account Reports - Understand payment account reporting features
• Customer Payments - Learn about recording customer payments
• Supplier Payments - Understand supplier payment transactions
• Bank Reconciliation - Learn how to reconcile payment accounts