Invoice Payment Process
1.0 Purpose
The main purpose of this process is to update the invoice status from Unpaid to Paid.
1.1 Where can perform this?
From Portal system, dealers/customers will generate a payment request. From Finance system checker will verify the submitted payment details and allocate that bank receipt voucher against to the sales voucher[Invoice].
1.2 Payment Request Submission by Dealers/Customers
Dealers/Customers can submit the recent payment request from the recent payments module.
| Page/Screen | Recent Payments |
| Application | Portal Web |
| Role | Dealer, RORO Dealer, CORO Dealer, COCO Dealer, ID, D&R, Aviation Admin[Domestic & International], C&I Admin |
| Page/Screen | Recent Payments |
| Application | Portal Customer App |
| Role | Dealer, RORO Dealer, CORO Dealer, COCO Dealer, ID, D&R, Aviation Admin[Domestic & International], C&I Admin |
1.3 Navigation Path to Recent Payments
Transactions > Recent Payments
| Page/Screen | Recent Payments |
| Application | Portal Web |
| Role | Dealer, RORO Dealer, CORO Dealer, COCO Dealer, ID, D&R, Aviation Admin[Domestic & International], C&I Admin |
1.4 Different Applications Involved in Process
- Portal Web
- Portal Customer App
- FINAS System
1.5 Add New Payment
From recent payments listing, by clicking on the Add New button user navigates to the add recent payment page. In add recent payment page following details need to be provided
- Retail Station/Shop
- Invoice
- Bank
- Bank Account
- Payment Mode
- Payment Date
- Payment Reference
- Total Amount Paid
- Attachments
- Remarks
By submitting the above details of a payment request then that request will be sync to the Finance system.
| Page/Screen | Add Recent Payment |
| Application | Portal Web |
| Role | Dealer, RORO Dealer, CORO Dealer, COCO Dealer, ID, D&R, Aviation Admin[Domestic & International], C&I Admin |
| Page/Screen | Add Recent Payment |
| Application | Portal Customer App |
| Role | Dealer, RORO Dealer, CORO Dealer, COCO Dealer, ID, D&R, Aviation Admin[Domestic & International], C&I Admin |
1.6 Payment Request/Bank Receipt Voucher Details Verification by Checker/Finance System User
Once the payment request is submitted from the portal that request will be verified by the finance team. They will verify that from which user the bank receipt voucher received and the submitted details are available with our references or not.
1.7 Navigation Path for Bank Receipts
Transaction > Bank > Bank Receipt
| Page/Screen | Bank Receipt |
| Application | FINAS System |
| Role | Checker/FINAS User |
1.8 Bank Receipt Review by Finance User
In bank receipts vouchers listing by clicking on the voucher number system opens the bank receipt voucher/payment request details. From here finance user can see the details of the payment
| Page/Screen | Bank Receipt Details |
| Application | FINAS System |
| Role | Checker/FINAS User |
1.9 Bank Receipt Allocation against Sales Voucher
In bank receipt detail page, by clicking on the allocate button user navigates to the allocation bank receipt page. In allocation bank receipt page by clicking on the add allocation voucher button system shows options to select single or multiple existing vouchers.
Based on the single or multiple existing vouchers selection, system shows the voucher to select existing vouchers. After selecting the requited voucher user need to enter the allocated amount.
After entering the allocated amount user submits for approval. Finance user will approve the allocated amount against the voucher.
| Page/Screen | Allocation Bank Receipt |
| Application | FINAS System |
| Role | Checker/FINAS User |
| Page/Screen | Sales Voucher Selection |
| Application | FINAS System |
| Role | Checker/FINAS User |
2.0 Approval of Bank Receipt/Payment Request
After approving the allocation, user need to approve the bank receipt voucher. After allocation approval if user click on the bank receipt voucher number then system show you approve button instead of allocation.
Once finance user approves the bank receipt then the invoice status in the portal system will be updated to paid and also system updates the payment request status from pending review to approved.
| Page/Screen | Bank Receipt Details |
| Application | FINAS System |
| Role | Checker/FINAS User |
2.1 Invoice Status Update and Transactions
Once the payment request is approved from the finance system and allocated against the invoice then then invoice status will be updated to “Paid” and the allocation details will be displayed in the invoice detail page transactions tab
| Page/Screen | Invoice Detail Page |
| Application | Portal Web |
| Role | Dealer, RORO Dealer, CORO Dealer, COCO Dealer, ID, D&R, Aviation Admin[Domestic & International], C&I Admin |