Payment Received Operations

The Payments Received module lets you record and manage customer payments in one place. It keeps payment details clear and gives you better control over how payments are recorded, tracked, and shared.

The actions you can perform on Payments Received are classified into:

• Management Actions
• List View Actions
• Share Actions
• Other Actions

These operations help you efficiently track, manage and share customer payments. They allow you to monitor payment statuses, maintain accurate payment records, and control how payments are handled and shared within your organization.

Management Actions

The management actions let you make changes to payment received after they are created. You can customize templates, clone, or delete payment received as required.

Customise Payment Receipt Template

When you record a payment in Zoho ERP, it is saved using a default template. You can change the template if required. Here’s how:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Select the payment for which you want to change the template.
• Scroll down to the PDF Template section and click Change.
• Hover over the required template and click Choose Template. 

Void Payment Received

You can void a payment received to mark it as invalid without removing it from your records in Zoho ERP. Here’s how:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Select the payment received that you want to void.
• Click the More icon and select Void.
• In the pop-up that appears, enter the reason for voiding the payment
• Click Void.

The status of the record changes to Void. You can click Convert to Draft to update the status again.

Delete Payment Received

You can delete a payment received to remove it permanently from your records in Zoho ERP. Here’s how:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Select the payment received that you want to delete.
• Click the More icon and select Delete.
• Click Delete it in the confirmation pop-up that appears.

Note that this deletion cannot be undone.

List View Actions

List view actions help you customize how payments received are displayed. They make it easier to sort, filter, and review payment information quickly.

Filter Payments Received

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

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Click the All Payments Received dropdown at the top and select the required filter.

The following are the available filters for Payments Received in Zoho ERP:

• All Payments: Displays all payments received, regardless of their type or status.
• Customer Advances: Payments recorded as advances from customers.
• Invoice Payments: Payments that are applied to one or more invoices.
• Online Successful Payments: Payments that were successfully processed through an online payment gateway.
• Online Failed Payments: Online payment attempts that were unsuccessful.
• Offline Payments: Payments recorded using offline methods such as Cash, Cheque, or Bank Transfer.
• Online Unrecorded Payments: Online payments that were received through a payment gateway but have not yet been recorded.
• Draft: Payments that are saved but not yet finalised will be in the draft status.
• Paid: Payments that are successfully recorded offline or received online.
• Void: Payments that are marked as void and are no longer valid.

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

Sort Payments Received

You can sort payments received to change the order in which they appear in the list view. Here’s how:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Click the More icon in the top right corner of the page and select Sort by.
• From the dropdown, select the column based on which the payments received should be sorted.The sorting can be done in ascending or descending order as indicated by the arrow.
• Click the column name again to change the sorting order.

Refresh List

Payments received in your organization may be created or updated by other users. To view the latest information, you can refresh the list. Here’s how:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Click the More icon in the top right corner of the page.
• Click Refresh List.

Share Actions

The share actions let you share or export your payments received information outside Zoho ERP when required.

Download as PDF

You can download a payment received as a PDF. Here’s how:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Select the payment received that you want to download.
• In the details page, select PDF from the PDF/Print dropdown.

The payment received will be downloaded to your device.

Print Payment Received

To print a payment received:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Select the payment received that you want to print.
• Click PDF/Print at the top of the page.
• Select Print from the dropdown.
• Choose the number of copies that you want to print in the pop-up that appears.
• Click Print.

The payment received will be printed.

Export Payments Received

You can export payments received from your Zoho ERP organization to use the data in other applications or for record-keeping purposes. You can export either all payments received or only the ones with the columns currently visible in the List View page.

Other Actions

Attach Files to Payment Received

You can attach files to a payment received. This can be done through:

Drag & Drop: Upload files from your device’s local storage (a maximum of 5 files, each of 10 MB).

Attach From Desktop: Upload files manually from your computer.

Attach From Documents: Upload files from Documents module in Zoho ERP.

Attach From Cloud: Upload from cloud storage services like Zoho WorkDrive, Google Drive, Dropbox, One Drive, etc.

To attach files to a payment received:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Select the required payment received.
• Click Attachment icon on top of the page.
• Click Upload your Files or select the dropdown next to it and choose the desired option.
• Attach your file.

You can delete the file by clicking the Delete icon next to it. Click the More icon next to the uploaded file to Download, Remove, and open the file in a new tab.

View Comments and History

To view the comments added by the users of your organization and the history of a payment received:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Select a payment received whose details you want to view.
• Click Comments & History on the top-right.

You can view the comments added by the users of your organization and the history of your payment received.

View Journal

Viewing the journal of a payment received shows how the payment is recorded in your accounts, including the debit and credit entries. This helps you verify postings and maintain accounting accuracy.

To view the journal entry of a payment received:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Select the payment received whose journal entry you want to view.
• Scroll down to the Journal section on the payment received Details page.

Or,

• Click the More icon at the top of the payment received Details page and select View Journal from the dropdown.