Payment tracking
Record invoice payments with foreign currency support, manage payment types, handle consolidated remittances, and allocate payments across multiple invoices
Payment tracking
Use the payment page to record payments against invoices, track foreign exchange conversions for export invoices, and allocate consolidated remittances across multiple invoices.
Table of contents
- Invoice summary card
- Payment date
- Export invoice payment
- Bank charges
- Domestic invoice payment
- Bank account selection
- Payment type
- Final payment and closing an invoice
- Consolidated remittance
- e-FIRC/UTR reference
- Notes
- Success page
- Payment allocation for consolidated remittances
- Tips
- Related articles
Invoice summary card
A card at the top of the page shows the invoice details relevant to payment.
| Field | Description |
|---|---|
| Invoice Amount | Original invoice amount in the invoice's currency |
| After Notes | Adjusted amount after credit or debit notes, shown only if notes have been applied (displayed in blue) |
| Already Paid | Sum of previous payments, shown only if greater than zero (displayed in green) |
| Amount Due | Remaining balance to collect (displayed in orange) |
| Client | Client name |
Payment date
Select the date the payment was received using the calendar picker. The label reads Payment Date (from e-FIRC) for export invoices as a reminder to use the date from the electronic Foreign Inward Remittance Certificate.
When you change the date, the exchange rate auto-updates to the historical rate for that date.
Export invoice payment
For export invoices (foreign currency), the form shows a three-column layout:
| Field | Description |
|---|---|
| Amount (foreign currency) | The amount received in the invoice's currency. Defaults to the full balance due. |
| Exchange Rate | Rate for converting to INR. Auto-fetched for the payment date and editable. Shows "1 USD = X INR" (or the relevant currency). |
| INR Received | The actual INR amount credited to your bank account. Auto-calculated from the foreign amount and rate, but you can override it to match your bank statement. |
Bank charges
When the INR Received is less than the expected INR (foreign amount multiplied by the exchange rate), an amber banner appears showing:
- Bank Charges — the difference in both INR and foreign currency equivalent
- A note explaining this is the difference between expected and received amounts
This helps you account for bank deductions on inward remittances.
Domestic invoice payment
For domestic (INR) invoices, a single Amount Received (INR) field appears. Enter the amount received from the client.
Bank account selection
Select the bank account where the payment was deposited. The dropdown shows accounts from your Chart of Accounts with their account code and name.
Payment type
Choose the type that best describes the payment:
| Type | Description |
|---|---|
| Standard | Regular payment against this invoice |
| Advance | Payment received before delivery — tracked for eBRC and FEMA compliance |
| Part Payment | Partial payment towards balance — tracked for realization percentage |
| Final Payment | Last payment to fully settle the invoice |
A brief description appears below the dropdown after you make a selection.
Final payment and closing an invoice
When you select Final Payment and the amount is less than the balance due, a warning appears:
The amount is less than the balance due. If this is the last payment you expect, you can close the invoice with remaining balance written off.
Check the Close invoice with remaining balance checkbox to mark the invoice as paid and write off the difference. When this checkbox is selected, the Notes field becomes required — you must explain why you are closing the invoice with a remaining balance.
Consolidated remittance
When a single bank transfer covers multiple invoices, toggle the Consolidated remittance checkbox. This option appears for all payment types except Standard.
When enabled, a Remittance Reference field appears where you enter the bank remittance reference number.
After recording the payment, you can allocate it across invoices on the success page.
e-FIRC/UTR reference
Enter the e-FIRC number, UTR, or other bank reference in the e-FIRC/UTR Reference field. This field is optional but recommended for export compliance tracking.
Notes
Add any additional notes about the payment. Notes are optional unless you checked Close invoice with remaining balance, in which case a reason is required.
Success page
After the payment is recorded, a success page shows:
- A green confirmation with the amount received and receipt number
- Download Receipt button — generates a PDF payment receipt
- View Journal Entries button — opens the journal entries created by the payment
If the journal entry could not be created (for example, required GL accounts are missing), a red alert explains the issue and links to Settings > Chart of Accounts.
Payment allocation for consolidated remittances
When a payment is recorded as a consolidated remittance, the success page shows an allocation section. Use this to distribute the payment across multiple invoices.
Allocation workflow:
- The header shows the total payment amount and the remaining unallocated amount.
- Click Add Invoice to add an allocation row.
- For each row:
- Select an Invoice from the dropdown (shows unpaid and partially paid invoices in the same currency).
- Enter the Amount to allocate.
- Choose the Type — Advance Payment, Part Payment, or Final Payment.
- Watch the Remaining amount update as you add allocations. The total cannot exceed the payment amount.
- Click Remove on any row to delete it.
- Click Save Allocations to save, or Skip if you want to allocate later.
Tips
- Use the e-FIRC date as the payment date. For export invoices, the e-FIRC date is the official date of realization and affects your compliance deadlines.
- Override INR received to match your bank statement. The auto-calculated amount may differ from what the bank actually credited. Enter the exact bank figure so your journal entry reconciles.
- Record advance payments as "Advance". This payment type is tracked separately for eBRC and FEMA compliance. It appears in the realization tracker breakdown.
- Allocate consolidated remittances promptly. Delaying allocation makes compliance reporting harder. Allocate on the success page right after recording the payment.
- Check the receipt. Download the receipt PDF for your records — it includes the payment details, exchange rate, and bank account.
Related articles
- Credit and debit notes — Adjust invoice amounts with credit or debit notes
- eBRC compliance — Record GSTIN and invoice details for electronic Bank Realization Certificates
- Realization tracking — Track payment realization deadlines under FEMA
- Multi-currency support — Working with foreign currency invoices
- Export invoicing — Create compliant export invoices