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Request a payment

Ask for a payment for a bill, an RA bill, a purchase order advance, a work order advance, a retention or a cash advance, and change or send back a request.

Where to find it
Accounts > Payments > All Payments
Who can use it
People who have the Add Payments permission. Editing a request needs Edit.

You make a payment request to start the payment of a bill or an advance. The request then goes to the director and to accounts for approval. See Payments for the whole flow.

For example, Acme owes Alder Steel Works ₹1,00,000 for a certified bill. You open a new request, choose Bill Payment, choose the supplier and the bill, and Superwise fills the amount.

Before you start

  • Select the project at the top of the screen.
  • For Bill Payment, certify the purchase bill first.
  • For RA Bill Payment, the RA bill must be Accepted.
  • You need the Add permission on Payments.

How to request a payment

  1. Open Accounts in the left menu, open Payments and click All Payments.
  2. Click Create New Request.
  3. Check Project. Change it if the request is for another project.
  4. In Payment For, choose the kind of payment. The next fields depend on this choice. See the table below.
  5. Choose the person or the company, and the bill, voucher, order or RA bill. See the table below.
  6. Check Requested Amount. Superwise fills it from the bill, the vouchers or the RA bill. You can change it.
  7. In Payment By, choose the date by which the money should be paid.
  8. In Preferred Mode, choose Cash, Cheque, BankTransfer or PDC. PDC is a post-dated cheque.
  9. In Notes, type a message for the approvers.
  10. Click Create. For RA Bill Payment the button says Process.

What to fill for each kind of payment

Payment For What to choose What the amount is
PO Advance Organization, then Purchase Order You type it.
Bill Payment Organization, then one or more Bills The pending amount of the bills.
Advance Cash Paid To, a person on site You type it.
Reimburse Cash Expense Paid To, then Expense Vouchers The total of the vouchers.
Work Order Advance Organization You type it.
RA Bill Payment Organization, then RA Bill The pending amount of the RA bill.
Retention Payment Organization You type it.

Under the form, tabs show what was already paid and what is still open for that supplier or person. For a bill payment the tabs are Bills Accepted, Payment Processed, Bills Pending and Payments Unprocessed. Use them to avoid paying twice.

How to change a request

  1. In All Payments, click the Edit button at the end of the row.
  2. Change the fields. The button says Save.
  3. Click Save. The request goes back to Queued. The approvers decide again.

What the fields mean

Name What it means
Project The project that pays.
Payment For The kind of payment.
Paid To The person who gets cash.
Organization The supplier or contractor who gets the money.
Purchase Order The order that the advance is for.
Bills The certified bills that you want to pay.
Expense Vouchers The cash expense vouchers that you reimburse.
RA Bill The RA bill that you pay.
Requested Amount The amount you ask for.
Payment By The date by which the money should be paid.
Preferred Mode The way you prefer to pay. The accountant can choose another when releasing.
Notes A message that the approvers and the accountant read.

Rules to know

  • A bill can be in one request only. Superwise shows Payment requests already created for Bill No for a second request.
  • An advance needs a purchase order. Superwise shows No PO Mentioned for Advance Payment if it is empty.
  • An RA bill payment needs an RA bill. Superwise shows No RA Bill selected for Payment if it is empty.
  • A cash reimbursement needs vouchers, and each voucher must be accepted. Superwise shows No Expenses Added or the status of the voucher otherwise.
  • A request for RA Bill Payment is processed at once. It does not wait for approval.

If something goes wrong

What you see What to do
Access denied You do not have the Add permission on Payments.
No Bill Details Added Choose at least one bill in Bills.
Payment requests already created for Bill No The bill already has a request. Edit or delete that request instead.
A bill is missing in Bills. Check that the bill belongs to that supplier and that project, and that it is certified.