Payments

The Payments section in AureusERP enables you to efficiently record and manage customer payments, handle invoice settlements, and monitor transaction states just like a standard ERP workflow. Below is the step-by-step guide to creating an Payment.

Payment Creation

Steps to Create a New Payment

1. Navigate to Invoices → Customers → Payments as shown in the below image.

2. Fill up the fields as per the sections defined below.

Payment Form Fields

• Payment Type (Send / Receive)
  • Receive: Record incoming payments from customers (e.g., invoice payments).
  • Send: Record outgoing payments (e.g., refunds to customers).
• Customer: Choose from the list of existing customers.
• Amount: Enter the total amount being sent or received.
• Customer Bank Account: Select the bank account associated with the customer.
• Payment Method: Choose how the payment is made (Bank, Cash, Cheque, etc.).
• Date: The date of the transaction.
• Memo: Add optional notes or references for internal use.

Payment Lifecycle & States

Once you click Create, the payment record is saved and redirects to the View Payment page. The payment enters the Draft state.

Payment States

• Draft – The initial state when the payment is created.
• In Process – After clicking Confirm, the payment starts processing.
• Paid – Indicates that the payment was successfully completed and matched to an invoice.
• Not Paid – Used if the payment fails or is marked as unpaid.
• Cancelled – The payment was intentionally cancelled before completion.
• Rejected – The payment was declined or failed system validation.

Available Actions (Post-Creation)

From the View Payment page, you can perform the following actions:

• Edit: Modify payment details (available in Draft state only).
• Delete: Remove the payment entry before confirmation.
• Confirm: Move the payment to In Process and begin settlement.
• Cancel: Cancel the payment at any time before it becomes Paid.

Invoice Settlement Logic

If a payment is linked to a customer invoice, the system attempts to automatically reconcile the payment with any open invoices associated with the selected customer.

• Full Payment: If the payment amount matches the invoice total, the invoice is marked as Paid.
• Partial Payment: If less than the total is paid, the invoice shows as Partially Paid. You can settle the remaining balance with another payment later.

Reconciliation happens automatically based on customer and open invoice matching. Manual reconciliation can be handled separately if needed.

Example Flow

1. Create Payment

   • Type: Receive
   • Amount: $1,000
   • Linked to: INV/2025/05/101

2. Confirm Payment

   • State changes to In Process

3. Automatic Invoice Matching

   • The system finds INV/2025/05/101 and applies the payment.

4. Settlement Complete

   • Invoice marked as Paid
   • Payment status updated to Paid