Payments

Payments are recorded against a specific loan, from that loan's detail page.

Recording a payment

1. Open the loan and click Manage Payments.
2. On the Add Payment tab, fill in:
   • Receiving Account — which account the money is going into (defaults to a cash account)
   • Payment Amount — must be greater than zero
   • Payment Date — must fall between the loan's start date and today
   • Receiving Employee — optional; defaults to the loan's assigned officer or the branch default
   • Description / Comments — optional notes
   • Attachments — optional files or links, up to 10MB each
3. Submit. You'll see a confirmation once the payment is recorded.

If an attachment fails to upload, the payment itself is still saved — you'll get a warning about the attachment, but the payment won't be rolled back, so money already recorded is never lost over a file upload issue.

Viewing payment history and receipts

The Payment History tab on the same screen lists every payment made on the loan, newest first. From here you can:

• Edit a payment's amount, date, or description — Admin and Branch Manager only
• Reverse a payment, with a reason — Admin and Branch Manager only
• Click the print icon next to any payment to open its receipt. The receipt is laid out as an A4 page and can be exported as a PDF to print or send. It shows who paid, the loan, the account and employee that received the money, and how the payment was applied: the part that went to principal, interest and penalty (and fees, if the loan has any), what the loan still owed in each after the payment, and the loan balance after it

If a payment was entered wrong, use Edit to correct it. If money was recorded but later cancelled — a cheque that bounced, a mobile-money transfer that was recalled — use Reverse (Admin and Branch Manager): enter a reason and confirm. The payment stays on the history, struck through and marked Reversed, and the loan's balance, schedule and the account's cash move as if it had never been received. Your name, the time and the reason are recorded in the loan's comments and in the Exceptions & Audit report, and a reversed payment's receipt is void. Toggle Show reversed to hide or show them in the list.

An Admin can still Delete a payment that was entered in error and never really happened; that removes it, its files and its ledger entries permanently, after typing DELETE to confirm. When in doubt, reverse rather than delete — reversing keeps the evidence.

Seeing every repayment

Loans → Repayments lists every payment received on the branch's loans, newest first, in one place. Each row shows the receipt number, the date, the borrower and loan, the amount, how it split into principal, interest and penalty, the loan balance after it, the account it went into, who received it and the description.

• Search by borrower, loan number, receipt number, account or the employee who received it, and use Filter by Date to narrow to a period.
• Click a receipt number to open that payment's receipt, or the borrower's name to open the loan.
• Export downloads the rows on screen as a CSV file.
• The page reads every loan to gather its payments, so on a large branch it shows a notice while it finishes loading; the list and totals are complete once it does.
• Add Payment explains where to record one: payments are always recorded from the loan itself (see above), and the new payment appears on this page as soon as it is saved.

Who can record payments

Payments can be recorded by Admin, Branch Manager, Loan Officer, and Cashier roles. Other roles see a loan's payment history, and a short note where the Add Payment form would be. Editing or reversing an existing payment is restricted to Admin and Branch Manager, and charging a penalty to Admin, Branch Manager, and Loan Officer. An Admin can change who is allowed to do each of these in Admin → User Permissions. See Roles & Permissions for the full picture.