Manage Payments in Back Office | Payment Creation & Ledger

Create, track, and verify payments in the Back Office with clear steps for payment entry, account allocation, and ledger validation. This guide explains how to manage outgoing payments, view payment transactions, and ensure accurate accounting records for daily operations and audits.

Payment: List View

The Payment screen provides a consolidated view of all payments recorded against Purchase Invoices, Purchase Orders, Credit Notes, Returns, and Cash Out transactions.

Navigation path: Back Office – Vouchers – Payment

Manage Payments in Back Office | Payment Creation & Ledger

Filters and Actions

Date Filter (From / To)

The Date filter is used to view payments based on their creation date.

  • By default, payments for the current date are displayed
  • Select Start Date and End Date to filter payments for a specific period
  • The payment list refreshes automatically after date selection

Create Payment

The Create Payment button (shortcut key: F5) is used to record a new payment transaction.

Export

The Export option allows payment data to be downloaded in CSV format for audits, and accounting reports.

Payment List Columns

Date

Displays the date and time when the payment was created.

Payment Number / Branch

Shows the system-generated payment number along with the branch under which the payment was recorded. Each payment number is unique and used for tracking.

Party

Displays the supplier, vendor, or party to whom the payment was made.

Account

Shows the ledger account associated with the payment transaction.

Type

Indicates the payment type. Supported types include:

  • Purchase Invoice
  • Purchase Order
  • Credit Note
  • Return Order
  • Cash Out

Reference Numbers

Displays linked reference documents such as purchase invoice numbers or order references.

Created By

Displays the name of the user who created the payment entry.

Description

Displays remarks or notes entered during payment creation.

Total Amount

Displays the total payment amount with the applicable currency symbol.

Pagination

Pagination controls allow navigation across multiple pages when large volumes of payment records are available.

Track Outgoing Payments with Confidence

Gain complete visibility into supplier payments, cash outflows, and account movements using O2VEND�s centralized payment management.

Payment Details: Create Payment Screen

The Create Payment screen is used to record payments made to suppliers, vendors, or accounts. This screen captures both transaction and ledger-level details required for accurate accounting.

Navigation path: Back Office – Vouchers – Payment – Create Payment

Manage Payments in Back Office | Payment Creation & Ledger

Screen Header

Payment Details

Displays the payment creation screen title.

Branch

Shows the branch under which the payment is recorded.

Save

Validates and saves the payment entry.

Delete Payment

Allows deletion of an existing payment, subject to permissions and accounting rules.

Payment Ledger Section

This section defines how the payment impacts accounting ledgers.

To / Cr (Credit Account)

Displays the account or party receiving the payment.

  • Typically a supplier or vendor account
  • Credit amount reflects reduction in payable balance

Reference

Displays the linked reference document such as a purchase invoice or order number.

By / Dr (Debit Account)

Shows the account used to make the payment.

  • Examples: Cash, Bank, Razorpay, Wallet
  • Debit amount reflects cash or bank outflow

Narration

Optional remarks to describe the payment purpose. Useful for internal tracking and audits.

Total Amount

Displays the total payment amount recorded for the transaction.

Simplify Vendor Payments with O2VEND

Manage supplier payments, cash outflows, and bank transactions efficiently with integrated accounting controls.

Edit / View Payment � General Ledger Screen

The Edit / View Payment screen is used to review payment details and verify ledger postings generated for the transaction.

Navigation path: Back Office – Vouchers – Payment – Open Payment – General tab

Manage Payments in Back Office | Payment Creation & Ledger

Payment Header Details

Payment Number

Unique identifier for the payment transaction.

Payment Date and Time

Displays when the payment was created.

Branch

Shows the branch under which the payment is recorded.

Print

Generates a printable payment voucher.

Delete Payment

Removes the payment entry, subject to validation and permissions.

Navigation path: Back Office � Vouchers � Payment � Open Payment � General Ledger tab

Ledger Posting Grid

Displays the accounting impact of the payment.

Repost

Regenerates ledger entries if recalculation is required.

Date Time

Ledger posting timestamp.

Name

Ledger account name (Supplier, Cash, Bank).

Note

Additional remarks if provided.

Party

Associated supplier or vendor.

Debit

Amount debited from the payment account.

Credit

Amount credited to the party account.

Control Payments Across All Branches

Maintain accurate ledgers, track vendor payments, and ensure financial transparency with O2VEND�s Back Office tools.