Before You Begin
To get started, ensure you have your username and password ready. Once logged in, you will land on the welcome screen.
Access the Miscellaneous Payment Section
Navigate to the main menu and click on "Accounts".
Go to "Operations" and select "Miscellaneous Payment".
This will open the Miscellaneous Payment page, specifically designed to help users search, edit and filter miscellaneous payment records, enhancing users ability to find accurate results efficiently.
Search for Miscellaneous Payments
Step 1: Understanding the Search Fields
The Miscellaneous Payment Search Screen allows users to generate detailed reports by applying filters across various parameters. Below is a description of each field:
Payment Type: This dropdown allows the user to select a specific Payment Type. It helps in filtering the miscellaneous payments based on different types of payments such as GRN Invoice Payment Received, Advance Paid for PO and Petty Cash and so on.
Voucher Number:This text field input lets the user enter a Voucher Number to search for a specific miscellaneous payment. It is a unique identifier for each miscellaneous payment, and users can use this to search for a particular record directly and this field is only enabled for the Petty Cash and Advance Paid for PO payment types.
GRN Invoice Number: This text field input lets the user enter a Invoice Number to search for a specific GRN Invoice payment. It is a unique identifier for each GRN Invoice payment, and users can use this to search for a particular record directly and this field is only enabled for the GRN Invoice payment received payment type.
Debit Bank:This single select dropdown field allows the user to select Bank. It is useful for filtering miscellaneous payments related to specific bank where the payment was made.
Payment From Date: This date picker field allows users to specify the start date for the range of miscellaneous payments they want to search for. It filters the results to only include miscellaneous payments created or issued after this date.
Payment To Date: This date picker field allows users to specify the end date for the range of miscellaneous payments they want to search for. It filters the results to only include miscellaneous payments created or issued before this date.
By using these filters effectively, users can efficiently find and manage miscellaneous payment records, helping streamline the process of reviewing and auditing miscellaneous payments.
Step 2: Start Searching
Once all necessary inputs are provided, click on Search to generate the report.
Clicking on Search will fetch the Miscellaneous payment records based on the selected filters, enabling users to quickly narrow down data according to their needs.
Clear Functionality: Select Clear will reset all the applied filters to their default values, ensuring a clean slate for a new search.
By leveraging these features, users can effortlessly tailor the Miscellaneous payments to their specific needs, enhancing overall compatibility and usability.
Step 3: Understanding Search Results Table
View/Edit: This column allows users to view or edit a specific miscellaneous payment record. If users need to make any changes or review the details of a particular miscellaneous payment or GRN Invoice payment, they can click on this option.
Payment Type: This column shows the Payment Type associated with the miscellaneous payment and helps to differentiate the types of payments which allows users to filter or identify specific types of miscellaneous payments.
Voucher Number: This column displays the unique voucher number for each record. It acts as an identifier for the miscellaneous payment and helps users quickly locate or reference a specific miscellaneous payment and this column is only enabled for the Petty Cash and Advance Paid for PO payment types.
GRN Invoice Number: This column displays the unique number for each record. It acts as an identifier for the GRN Invoice payment and helps users quickly locate or reference a specific GRN invoice payment and this column is only enabled for the GRN Invoice payment received payment type.
Paid Amount: This column shows the paid Amount when the payment was made for the GRN Invoice or miscellaneous payment. It allows users to identify when the payment was processed, which is useful for reviewing historical records or audits.
Payment Date: This column shows the date when the Payment was created or issued. It allows users to identify when the Payment was processed, which is useful for reviewing historical records or audits..
Adding Miscellaneous Payment
On the Miscellaneous Payment Search page, there is an "Add Miscellaneous Payment" button located on the top-right corner of the screen. Clicking on this button opens a new screen designed specifically for creating a new miscellaneous payment.
Step 1:Understanding the fields on the "Create Miscellaneous Payment" Screen:
Payment Type:This dropdown allows the user to select a specific Payment Type.strong It helps in filtering the miscellaneous payments based on different types of payments such as Advance Paid for PO and Petty Cash and so on.
Voucher Number:A unique identifier for the Miscellaneous Payment..
Supplier: This single select dropdown field allows the user to select Supplier. It is useful for filtering miscellaneous payments related to specific supplier and only enabled for the Advance Paid for PO payment type.
Document Type: This dropdown allows the user to select a specific Document Type. It helps in filtering the Document types based on different types of documents such as Supplier Job Work Out, Service DC Out, Supplier PO and so on and only enabled for the Advance Paid for PO payment type.
PO/DC Number: This dropdown allows the user to select a specific PO / DC Number. It helps in filtering the PO/DC number based on different types of documents such as Supplier Job Work Out, Service DC Out, Supplier PO and so on and only enabled for the Advance Paid for PO payment type.
Payment Date: A calendar field to specify the date when the Payment is created.
Payment Amount: Numeric field to enter the payment amount.
Payment Mode: A dropdown to select the Payment mode such as cash, cheques and Net banking.
Supplier Bank: This single select dropdown field allows the user to select Supplier Bank based on selected supplier and only enabled for the Advance Paid for PO payment type.
Debit Bank:: This single select dropdown field allows the user to select Debit Bank
Remarks: A text area to provide any extra remarks or comments regarding the payment.
Given ByThis single select dropdown field allows the user to select Given User of the payment and only enabled for the Petty Cash payment type.
Received By:This single select dropdown field allows the user to select Received User of the payment and only enabled for the Petty Cash payment type.
Select P&L HeadThis single select dropdown field allows the user to select P&L Head and only enabled for the Petty Cash payment type.
GRN Invoice Number:This field displays the GRN Invoice Number of the GRN invoice Payment made and only enabled for the GRN Invoice payment received payment type.
Step 2: Understanding Field Validations
On the Create Miscellaneous Payment screen, user should first select the Payment Type. Based on the selected type, the others fields will appear.
On the Create Miscellaneous Payment screen, if the payment type is Petty cash then the mandatory fields are Voucher Number, Given By, Received By, Payment Amount, Payment Mode and Payment Date.
On the Create Miscellaneous Payment screen, if the payment type is Advance Amount for PO then the mandatory fields are Voucher Number, Supplier, Document Type, PO / DC Number, Payment Amount, Payment Mode and Payment Date.
The PO / DC Number dropdown remains empty until both the Document Type and Supplier fields are selected. This ensures that users cannot select an PO / DC number unrelated to the selected supplier or type.
On the Create Miscellaneous Payment screen, Payment Amount
Cancel Functionality: Selecting Cancel will go back to the search screen.
On the Create Miscellaneous Payment screen, while submitting the form, if the payment type is Advance Amount for PO then it will validate that the selected PO/DC Line Items Grand Total is greater than or equal to the Payment Amount. The Payment Amount must be less than or equal to the Grand Total.
On the Create Miscellaneous Payment screen, while submitting the form, if the payment type is Petty Cash, it will validate that the selected P&L Head does not already exist in the specified payment date range in the P&L table.
Step 3: Editing Existing Payments
Modify fields like Payment Amount and submit changes.
While editing the GRN invoice payment, the existing data is displayed in the specified fields. If you want to modify the Payment Amount , you can make the changes and submit.
Understanding Field Validations:
On the Edit GRN Invoice payment In Miscellaneous Payment screen, while submitting the form, if the payment type is GRN Invoice payment received then it will validate that the selected GRN Invoice Grand Total is greater than or equal to the Payment Amount.
That's It! You’ve successfully learned how to Search and Add Miscellaneous Payments based on multiple filters using the DMeX app.
For further assistance, please contact the Support Team