Payments Made Operations

Zoho ERP provides multiple operations that allow you to manage, share, and organize payments made efficiently. These operations help you track vendor payments accurately, maintain reliable records, and customize how payment information is viewed and handled.

The actions you can perform on payments made can be classified into:

Management Actions
List View Actions
Share Actions
Other Actions

Management Actions

The management actions let you manage the lifecycle of payments made after they are recorded, helping you maintain accurate and up-to-date records.

Void a Payment Made

If you don’t need a vendor payment, you can void it. It’ll be available in the system, but it’ll not reflect in any of your transactions or reports. Here’s how:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Click the vendor payment you want to void.
Click the More icon at the top and select Void.
Enter the reason for voiding the vendor payment and click Void it.

Convert a Void Payment Made to a Draft

If you need a vendor payment that was previously voided, you can convert it to a draft. Here’s how:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Click the voided vendor payment you want to convert to a draft.
Click Convert to Draft at the top.
Enter the reason for converting the vendor payment to a draft and click Convert to Draft.

Delete Payments Made

To delete an individual vendor payment:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Click the vendor payment you want to delete.
Click the More icon at the top and select Delete.
Click Delete to confirm your action.

You can also delete multiple vendor payments at once. Here’s how:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Select the vendor payments you want to delete.
Click Delete at the top.
Click Delete to confirm your action.

List View Actions

The list view actions let you organize and customize how payments made are displayed, making it easier to find and review the information you need.

Filter Payments Made

You can filter vendor payments to view specific payments made using statuses or available custom views. Here’s how:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Click the filter dropdown at the top and select the required filter.

The following are the statuses of a payment made in Zoho ERP:

Draft: Vendor payments recorded (saved as a draft) but not paid will be in the Draft status.
Pending Approval: If Approvals is enabled for the Payments Made module, vendor payments submitted for approval will be in the Pending Approval status.
Rejected: Vendor payments rejected by your approver will be in the Rejected status.
Paid: Vendor payments for which payments have been recorded (fully or partially) will be in the Paid status.
Void: If you’ve recorded payment for the wrong bills, you can void the vendor payments, and such payments will be in the Void status.

If you’ve created custom views or have custom views shared with you, you can use them to filter payments made. Your custom views are listed under Created By Me, and shared views are available under Shared With Me.

Sort Payments Made

You can sort payments made based on different columns or fields. Here’s how:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Click the column based on which you want to sort. The sorting will be in ascending or descending order, as indicated by the arrow next to the column. OR
Click the More icon in the top right corner.
Hover over Sort By and choose the option based on which you want to sort.

Customize Columns

You can choose the columns to be displayed on the Payments Made List page and the order in which they should be displayed by customizing the columns. Here’s how:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Click the Customize Columns icon.
In the Customize Columns pop-up:
- Check the columns that you want to display and uncheck the columns you want to hide.
  Note: You’ll not be able to uncheck columns with the Lock icon next to them.
- Rearrange the order of the columns by dragging and dropping the fields.
Click Save.

Refresh List

Sometimes, other users of your organization may create new payments made or modify existing ones. As a result, you may not have the latest list of payments made. You can refresh the payments made to get the most up-to-date list. Here’s how:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Click the More icon in the top right corner and select Refresh List from the dropdown.

The share actions let you use payment made information outside Zoho ERP or share it with vendors when required.

Download Payments Made as PDFs

To download payments made as PDFs:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Select the payment made you want to download as a PDF.
Click PDF at the top.
Click Save in the pop-up that appears.

Print Payments Made

To print a payment made:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Select the payment made you want to print.
Click the dropdown next to PDF at the top and select Print.
Click Print again in the pop-up that follows.

Export Payments Made

You can export payments made from your organization to use them in other applications or for record-keeping purposes. Zoho ERP lets you export either all payments made or only the payments made with the columns currently visible on the Payments Made List page.

Other Actions

You can perform the following additional actions in payments made.

Attach Files to a Payment Made

You can attach files to a vendor payment using the following methods:

Attach the files on your device.
Attach files from cloud resources like Zoho Workdrive, Google Drive, Dropbox, One Drive, etc.
Attach files from the Documents module in Zoho ERP.

To attach files to a vendor payment:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Click the vendor payment to which you want to attach files.
Click Upload Files in the top right corner.
Click the dropdown next to Upload Your Files and select the preferred option.

View Payment History

You can view the history of the actions performed on a vendor payment. Here’s how:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Click the vendor payment for which you want to view the history.
Click Payment History in the top right corner.

View Payment Journal

Viewing the payment journal allows you to see how a bill payment is recorded in your accounting books. It displays the debit and credit entries created when the payment is recorded, helping you understand the accounting impact of the transaction. To view the payment journal:

Go to Purchases on the left sidebar.
Hover over Payments in the Modules bar and select Payments Made from the dropdown.
Select the payment made whose journal entry you want to view.
Scroll down to the Journal section on the payment made’s Details page. OR Click the More icon at the top of the payment made’s Details page and select View Journal from the dropdown.

Reconcile Payments

Reconciling bill payments helps ensure that the payments recorded in Zoho ERP match the corresponding entries in your bank statement. This process confirms that the payment has been successfully processed by the bank and helps identify discrepancies such as missing, duplicate, or incorrect entries. You can reconcile bill payments from the Banking module by matching the payment with the corresponding statement line. Learn how to reconcile bill payments with your bank statements.