Payments & Payment Types

Money in and money out, and the places it sits. Payment types are your cash drawer, UPI IDs, POS machines and bank accounts (each an account ledger). Payment In receives from a customer against bills or on account; Payment Out pays a supplier; Multi Payment does many parties in one go; Cheques tracks instruments to clearance.

Where it is in the app

POS page: Vouchers > Payment In / Payment Out / Multi Payment In / Multi Payment Out, Vouchers > Payment Types > Cash In Hand · UPI · POS Machine · Banks · Cheques. Shells: Payment In / Out quick actions and Payment Types under Management; the hospital's Cash & Bank.

Flow

flowchart TD
    subgraph Types["Payment types (masters)"]
        CASH[Cash In Hand]
        UPI[UPI: VPA · QR shown on counter]
        POSM[POS Machine]
        BANK[Banks: account · IFSC]
    end
    S[Sale / bill] --> T1{Paid how?}
    T1 -->|now| P1[Payments row per tender
cash · UPI · card · split]
    T1 -->|credit| R[Receivable on customer]
    R --> PI[Payment In
pick customer · allocate to bills or on account · discount]
    PI --> P2[(Receipt recorded)]
    PU[Purchase on credit] --> PO[Payment Out to supplier] --> P2
    M[Multi Payment In / Out
one screen · many parties] --> P2
    P1 & P2 --> LED[(Cash / UPI / bank ledger balance)]
    CHQ[Cheque received] --> CL[Cheques list: deposited · cleared · bounced] --> LED
    LED --> D[Shift reconcile · Day Book · Cash In Hand]

Every tender lands on a payment-type ledger; that is what the cash drawer and bank balances are.

Screens

Payment Types

Cash In Hand - the drawer; opening balance and running balance; Denomination sheet to count it.
UPI - one entry per VPA; the counter shows its QR for the customer to scan.
POS Machine - card terminals, so card takings reconcile per machine.
Banks - accounts with IFSC and branch; bank transfers and cheque deposits post here; printed on the invoice footer.
Cheques - received and issued instruments with status (in hand, deposited, cleared, bounced) and the voucher they settle.

Payment In / Out

Pick the party, the amount and the tender. Allocate against specific pending bills (oldest first by default) or leave on account; a payment discount can be given with the permission. The receipt prints or shares on WhatsApp. Loan EMIs, gym dues, cable recharges and project receipts all end up as Payment In vouchers raised from their own screens.

Multi Payment

A grid: type a party, amount, tender, Enter down the column - for a route's collections or a batch of supplier payments. Each row saves as its own voucher and reports its own result.

Allocating a payment

flowchart TD
    A[Customer hands over money] --> B{Against specific bills?}
    B -->|yes| C[Tick those bills
oldest first by default]
    B -->|no| D[Leave it on account]
    C --> E{Covers them fully?}
    E -->|yes| F[Bills marked paid]
    E -->|no| G[Part paid · balance stays on the bill]
    D --> H[Credit sits on the ledger
adjusted against the next bill]
    F & G & H --> I[Customer balance updated]
    A --> J{Discount given to settle?}
    J -->|yes| K[Payment discount recorded, not hidden in the amount]
    K --> I

On account is not the same as unpaid — allocating tells Pending Bills which invoices are actually closed.

Settings & permissions

Settings > Transaction - default tender, quick payment buttons, UPI QR on counter, rounding. Permissions: payment, payment discount, cash-only billing, receive collections (cable), edit loan payment.

Reports

Payments by Customer, by Supplier, All Payments, Cash In Hand, Cheque Register, Receivable / Payable Parties, Day Book, Shift Reconcile.