Docs
Payments and allocating them to invoices
One screen handles receipts, payments and internal transfers — and allocates the money against open invoices.
How do I record a payment in Pashkateb?
From Finance → Payment Entries, click Create New. Choose the type (Receive / Pay / Internal Transfer), the party, the accounts and the amount, allocate it against open invoices, and save.
Where to find it
Finance → Payment Entries, or /dashboard/payment-entries.
Permissions: payment_entry:view to see, payment_entry:add to create, payment_entry:edit to change.
The payment types
| Type | What it means | Party |
|---|---|---|
| Receive | Money coming in from a customer | Customer |
| Pay | Money going out to a supplier | Supplier |
| Internal Transfer | Moving between your own accounts | None |
Changing the type resets the party and the accounts and re-filters the lists.
The form's sections
1. Basic information
| Field | Required? | Details |
|---|---|---|
| Payment Type | ✅ | Receive / Pay / Internal Transfer |
| Payment Date | ✅ | When the money actually moved |
| Posting Date | — | Locked, set automatically |
2. Party information
Hidden for an internal transfer.
| Field | Required? | Details |
|---|---|---|
| Party Type | ✅ | Set automatically from the payment type |
| Customer / Supplier | ✅ | Choosing one loads their open invoices |
3. Accounts
Both are required, and the lists are filtered by type:
| Payment type | Paid From | Paid To |
|---|---|---|
| Receive | Receivable accounts | Bank and cash |
| Pay | Bank and cash | Payable accounts |
| Internal Transfer | Bank and cash | Bank and cash |
An empty list means your chart of accounts is missing that account type.
4. Payment details
| Field | Required? | Details |
|---|---|---|
| Payment Mode | ✅ | Cash · Bank Transfer · Check · Credit Card · Wire Transfer · Other |
| Paid Amount | ✅ | The total of the payment |
| Distribute button | — | Spreads the amount across the invoices you added, in order |
| Unallocated Amount | — | Calculated, shown in red when above zero |
| Bank Reference | No | The transaction reference |
| Check Number | No | If paying by cheque |
5. Invoice allocations
Once you pick a party, buttons appear for each of their open invoices. Click one to add it to the allocation table:
| Column | What it means |
|---|---|
| Invoice # | The invoice |
| Date | Its date |
| Amount | Its total |
| Paid | What was paid before this payment |
| Outstanding | What is still owed on it |
| Allocated Amount | You enter this — capped at the outstanding |
6. Additional information
Company, description and notes.
The allocation rule that matters
If you add any allocations, their total must equal the paid amount exactly.
There is no partial allocation with a leftover balance hanging. You have two options:
- Allocate the whole amount across one or more invoices.
- Allocate nothing — leave the table empty, and the money is recorded against the party's account without being tied to an invoice.
And no single allocation may exceed its own invoice's outstanding amount.
What happens on save
Immediately, with no draft:
- The invoices update — paid rises, outstanding falls, and the payment status becomes Partial or Paid.
- The party balance moves — a customer's balance falls on a receipt, a supplier's on a payment.
- A journal entry is posted — debiting the Paid To account and crediting the Paid From account.
- The payment number is fixed as
PE-{company code}-{year}-{sequence}.
Following up
| Report | What it shows |
|---|---|
| Customer Payment Ledger | One customer's invoices and payments |
| Supplier Payment Ledger | The same for a supplier |
| Payment Ledger | All movement in one place |
Frequently Asked Questions
Why does the system refuse to save saying the allocated amount does not match?
If you add any invoice allocations, their total must equal the paid amount exactly. To record an on-account payment that is not tied to an invoice, leave the allocation table completely empty.
What does the Distribute button do?
It spreads the paid amount across the invoices you have added, in order, giving each the most it is owed until the money runs out. It saves time when you are settling several old invoices at once.
Why are the account lists empty?
They are filtered by payment type, and the filter found no accounts of the required type. A receipt needs receivable accounts and bank or cash accounts. Check Finance -> Accounts.
Is a payment saved as a draft?
No. Payments take effect immediately on save: the invoice updates, the party balance moves and the journal entry is posted. There is no submit stage.
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