Payment entry in Retail POS Accounts

Payment entry menu is one of the screen to proceed the Payment to ledgers (payments for suppliers and expenses or any other Ledgers). The payment to ledgers is done against outstanding and also against without outstanding i.e payment done against any accounts or ledgers including supplier and customer.

Business rules

• There should be the payment entry screen for user to enter payment given details against the ledgers.
• In payment entry screen, user should select credit ledger (In which ledger or payment mode user going to pay to ledger) and then user will enter voucher date.
• If the selected credit ledger is bank account then user should select the one of the bank payment mode from NEFT, RTGS, cheque or same bank transfer.
• User can enter old date in voucher date (not before transaction begin date from the company master). Voucher date is a paid date, so accounts system will show the payment entry in entered voucher date.
• After entering the voucher date, user will select the ledger to be paid. So the system will display the outstanding details or credit or debit balance of selected ledger.
• Then enter the amount paid and then if supplier ledger is selected then adjust the paid amount on credit bills.
• After entering the paid amount, select or enter narration for each ledgers.
• Then user can save the payment entry using the function key called “save”.
• Payment entry should allow user to select multiple ledgers at the same time and proceed their payment entry in single voucher number.
• Payment entry should allow to modify & delete the entries if needed. There should be the function keys called edit and delete for that process.
• Payment entry should allow all payment type. Ex:- all cash payment like cash in hand, main cash and petty cash & all bank payment like cheque, NEFT, RTGS and same bank transfer.
• After payment entry, balance will get deducted from credit(Cr) ledger and balance will get added to the debit(Dr) ledger.
• System should allow to delete the payment entry if needed and the deleted voucher number should not be reused for better tracking of accounts.
• If the payment entry is deleted, then the ledger should be returned to their last outstanding values.
• For bank cheque payments, system should allow to enter cheque number and cheque date. For NEFT and RTGS payment, system should allow to enter UTR number.
• For supplier payment, user should enter the payment against outstanding bill wise. Also system should allow to enter full amount and partial amount while adjusting the amount bill wise.
• For full amount adjustment the credit bill will be completed and will not show in next payment. For partial payment adjustment the pending amount will be show for the credit bill for next payment.

Payment Entry in Retail POS Accounts workflow