Payment Update
To begin the payment update process:
Log in to the Rentilium ERP using your credentials.
On the left sidebar, select Accounting to expand the available options.
Under Accounting, click on Payment to access invoices and payment-related details.
Once moving to the Payment section:
A "Invoices and Payment Details" table will be displayed.
The table provides details, such as:
- Rental Unit: Specific Rental Unit linked to the payment.
- Tenant Name: Tenant responsible for the payment.
- Invoice Number: Unique number for each invoice.
- Amount Payable: Total amount due for the specific invoice.
- Amount Paid: Displays how much has already been paid.
- Payment Method: Shows the method of payment (e.g., Bank Transfer, Credit Card).
- Status: Indicates if the invoice is Paid, Partially Paid, or Unpaid.
- Invoice Date: The date when the invoice was issued.
- Actions: The Update button for editing payment details.
To update payment details:
Select the invoice you want to update and click the Update button in the Actions column.
A new window titled Edit Payment will open, containing fields such as:
- Invoice Number: Displayed for reference, not editable.
- Payment Method: Select from options like UPI, Bank Transfer, Cash, etc.
- Status: Shows the current payment status (Unpaid, Partially Paid, Paid).
- Payment Date: Choose the date when the payment was made.
- Amount Payable: Total invoice amount.
- Amount Paid: Enter the actual amount received.
- Transaction Number: Enter the reference or transaction number associated with the payment.
After updating the payment details:
- Review the information carefully.
- Click on the Save Changes button to apply the updates.
- The system will process the changes, and a confirmation message will appear stating "Payment updated successfully."
- Click OK to close the confirmation window.
To confirm the changes:
- Return to the Invoices and Payment Details section.
- Verify that the Status and Amount Paid fields reflect the changes.
- The Outstanding Balance on the dashboard will also adjust to reflect the updated payments.
In cases where tenants make partial payments:
Enter the actual amount received in the Amount Paid field.
The system will automatically calculate the remaining balance.
The invoice status will be marked as Partially Paid until the full amount is settled.
If an overpayment occurs:
- Enter the amount received, even if it exceeds the Amount Payable.
- The system will flag the transaction as an Overpayment.
- The surplus amount can be:
- Applied to future invoices.
- Held as credit for the tenant.
- Refunded if necessary (based on organizational policy).
- Verify payment records.
- Adjust the Amount Paid field to reflect actual payments.
Backdate the payment using the Payment Date field to reflect when the payment was actually made.
Add or correct the Transaction Number for proper tracking.
