Supplier Payment History

Supplier Payment History

Supplier Payment History in EquiBillBook provides a detailed record of all payments made to suppliers, including payment dates, amounts, methods, and allocation to purchase bills. This history helps you track payment patterns, verify payment records, and maintain accurate payment documentation.

Understanding Supplier Payment History

Supplier Payment History includes:

• All payments made to suppliers
• Payment dates and reference numbers
• Payment methods used (Cash, Bank Transfer, Cheque, etc.)
• Payment amounts and allocation details
• Purchase bills against which payments were made
• Payment status and reconciliation information
• Advance payments and their adjustments

Accessing Payment History

To view supplier payment history:

1. Navigate to the Suppliers module from the main menu
2. Click on "Payment History" or "Supplier Payments"
3. Alternatively, open a supplier's detail page and click "Payment History" or "View Payments"
4. Select the supplier you want to view (if viewing from the main payments page)
5. Set date filters if needed to view payments for a specific period

Payment History View

The payment history view displays comprehensive payment information:

Information Displayed:

• Payment Date: Date when the payment was made
• Payment Reference: Payment voucher number or reference ID
• Supplier Name: Name of the supplier who received the payment
• Payment Amount: Total amount paid
• Payment Method: Method used (Cash, Bank Transfer, Cheque, Credit Card, Online Payment, etc.)
• Account: Account from which payment was made (Bank account, Cash account)
• Reference Number: Cheque number, transaction ID, or other reference
• Allocated Bills: Purchase bills against which payment was allocated
• Payment Status: Status of the payment (Cleared, Pending, Bounced)
• Notes: Additional notes or remarks about the payment

Filtering Payment History

Use filters to narrow down your payment view:

• Supplier Filter: Select a specific supplier to view payments for that supplier only
• Date Range: Filter payments by date range (from date to to date)
• Payment Method: Filter by payment method (Cash, Bank Transfer, Cheque, etc.)
• Account Filter: Filter by payment account (Bank account, Cash account)
• Status Filter: Filter by payment status (All, Cleared, Pending, Bounced)
• Amount Range: Filter by payment amount range
• Search: Search for specific payments using reference numbers, bill numbers, or keywords

Steps to Apply Filters:

1. Expand the Filter section at the top of the payment history page
2. Select the desired Supplier from the dropdown (or leave as "All Suppliers")
3. Choose the Date Range using the date picker
4. Select Payment Method if you want to filter by specific methods
5. Select Account if you want to filter by payment account
6. Select Status if you want to filter by payment status
7. Enter Amount Range if needed
8. Click "Search" or "Apply Filters" to refresh the payment list
9. Click "Clear" or "Reset" to remove all filters

Payment Allocation Details

View how payments were allocated to purchase bills:

• Bill Number: Purchase bill number
• Bill Date: Date of the purchase bill
• Bill Amount: Total amount of the purchase bill
• Amount Paid: Amount allocated to this specific bill
• Outstanding: Remaining amount on the bill
• Payment Status: Status after payment (Paid, Partially Paid)

Click on a payment to view detailed allocation information.

Payment Types in History

1. Purchase Payment

Payments made against purchase bills:

• Linked to specific purchase bills
• Shows allocation to one or multiple bills
• Can be full or partial payments

2. Advance Payment

Advance payments made to suppliers:

• Not linked to specific bills at the time of payment
• Can be adjusted against future purchase bills
• Shows as advance until adjusted

3. Direct Payment

General payments not linked to purchase bills:

• Standalone payments
• May be for expenses or other purposes
• Shows in payment history

Payment History Summary

The payment history view typically shows summary information:

• Total Payments: Total number of payments in the selected period
• Total Amount Paid: Sum of all payment amounts
• Payments by Method: Breakdown of payments by payment method
• Payments by Account: Breakdown of payments by payment account
• Average Payment: Average payment amount
• Largest Payment: Highest payment amount in the period
• Smallest Payment: Lowest payment amount in the period

Viewing Payment Details

Click on any payment to view detailed information:

• Full Payment Details: Complete payment information
• Allocation Breakdown: Detailed allocation to purchase bills
• Payment Voucher: View or print payment voucher
• Attached Documents: View payment receipts or documents
• Related Transactions: View related purchase bills and transactions
• Edit Payment: Modify payment if needed (with proper permissions)
• Delete Payment: Delete payment if incorrect (with caution and permissions)

Exporting Payment History

Export payment history data for analysis or record-keeping:

• Export to Excel: Download payment history 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 payment history reports directly from the system

Payment Reconciliation

Use payment history for reconciliation:

• Compare payment history with bank statements
• Verify all payments are recorded correctly
• Identify any missing or duplicate payments
• Mark payments as cleared or reconciled
• Track pending payments
• Identify bounced or failed payments

Payment Trends and Analysis

Analyze payment patterns from history:

• Payment Frequency: How often payments are made to suppliers
• Payment Amounts: Typical payment amounts
• Payment Methods: Most commonly used payment methods
• Payment Timing: When payments are typically made
• Supplier Analysis: Payment patterns for specific suppliers

Best Practices for Payment History

• Review payment history regularly to ensure accuracy
• Reconcile payment history with bank statements monthly
• Keep payment history records for audit purposes
• Use payment history to verify payment accuracy
• Export payment history for record-keeping and backup
• Review payment patterns to optimize payment processes
• Use payment history to resolve disputes with suppliers
• Maintain clear reference numbers for easy tracking
• Verify payment allocation to purchase bills

Related Articles

Learn more about:

• Viewing Supplier Transactions
• Recording Supplier Payments
• Supplier Statement Generation
• Supplier Payment Reports
• Payment Reconciliation

Supplier Payment History is an essential tool for tracking all payments made to suppliers, maintaining accurate payment records, and ensuring proper reconciliation. EquiBillBook provides comprehensive payment history views to help you manage supplier payments effectively.