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Knowledge Center

Form Builder - Payments Table

Purpose Statement

The Payments Table component allows departments to display payment information directly on invoice documents using the Invoicing Form Builder. This feature provides a clear and organized way to review payments recorded against an invoice, including payment dates, types, amounts, methods, statuses, check numbers, and notes.

Background Information

The Payments Table is a component within the Invoicing Form Builder that displays payment information associated with an invoice.

Departments can add the Payments Table to new or existing invoice forms and position it where the information should appear on the completed document. The Payments Table is also included in the default invoice form layout.

The Payments Table displays the following information:

  • Date: Displays the date associated with the payment.
  • Type: Displays the payment transaction type.
  • Amount: Displays the amount of the payment.
  • Method: Displays the payment method used, such as check or bank draft.
  • Status: Displays the current status of the payment transaction.
  • Check Number: Displays the check number when applicable.
  • Note: Displays any additional notes associated with the payment.

This component helps departments provide a detailed payment history directly on invoice documents, allowing recipients to review payments recorded against an invoice.

Required Permissions

Users must have the appropriate permissions to access and manage forms within the Invoicing module.

  • Access to the Invoicing Module.
  • Permission to access the Invoicing Form Builder.
  • Permission to create or edit forms within the Form Builder.

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Step-by-Step Guide


Step 1: Access the Invoicing Form Builder

  1. Navigate to Invoicing > Form Builder.


     

  2. Select Create Form to create a new form, or select an existing form to edit.

Note: The Payments Table is included in the default invoice form layout. Users can reposition the existing component or add another Payments Table if needed.


Step 2: Add the Payments Table

  1. Within the Form Builder, locate where the Payments Table should appear on the invoice document.
  2. Click the + icon on the left side of the Form Builder to add a component.
  3. Scroll through the available components and select Payments Table.

  4. The Payments Table will be added to the selected location on the form.


Step 3: Adjust the Payments Table

Once the Payments Table has been added, several options are available for managing the component.

  1. Tune: Select Tune to access the available component configuration options.
  2. Convert: Use the available conversion options to change the component type, if needed.
  3. Font Family: Select the font option on the right side of the component to change the font used for the table.
  4. Move: Use the movement controls to reposition the Payments Table up or down within the form.
  5. Delete: Double-click the delete option to remove the Payments Table from the form.

Note: The movement controls allow users to reposition the Payments Table without deleting and recreating the component.


Step 4: Save the Form

  1. Review the placement and configuration of the Payments Table.

  2. Click Save to retain the changes.


Step 5: View the Payments Table on an Invoice

  1. Navigate to Invoicing and open an existing invoice containing recorded payments.
  2. Verify that the appropriate invoice form containing the Payments Table has been selected.
  3. Select Print and Send to generate and review the invoice document.
  4. Locate the Payments Table on the completed invoice.
  5. Review the displayed payment information, including:
    • Date
    • Type
    • Amount
    • Method
    • Status
    • Check Number
    • Note

The Payments Table displays the payment transactions associated with the invoice, including the available payment details and transaction statuses.

Note: Multiple payment transactions can appear within the Payments Table when more than one payment has been recorded against an invoice.

Best Practices

  • Position the Table Appropriately: Place the Payments Table where recipients can easily locate and review payment information.
  • Maintain Consistent Form Layouts: Use consistent placement and formatting of the Payments Table across invoice forms.
  • Verify Payment Information: Confirm that payment amounts, methods, and statuses have been recorded correctly before generating the invoice document.
  • Include Relevant Notes: Use payment notes when additional information is needed to explain a particular transaction.
  • Review Payment Statuses: Verify that payment statuses accurately reflect the recorded transactions.
  • Review the Completed Invoice: Generate a sample invoice to verify that all payment information displays correctly.
  • Save Changes: Always save the form after adding, moving, or modifying the Payments Table.

Troubleshooting & FAQs

Q: Why is the Payments Table not appearing on my invoice document?

A: Verify that the Payments Table has been added to the correct form within the Invoicing Form Builder. Confirm that the form was saved and that the appropriate form was selected when generating the invoice.

Q: Why are no payments displaying in the Payments Table?

A: Confirm that payment transactions have been recorded against the invoice. The Payments Table displays information from payments associated with the invoice.

Q: Is the Payments Table included in the default invoice form?

A: Yes. The Payments Table is included in the default invoice form layout. It can also be added to another location within the form using the Form Builder.

Q: Can I add the Payments Table to an existing invoice form?

A: Yes. Open the existing form within the Invoicing Form Builder, add the Payments Table in the desired location, and save the changes.

Q: Can I change the location of the Payments Table after adding it?

A: Yes. Use the movement controls within the Form Builder to move the component up or down without deleting and recreating it.

Q: Can I change the font used in the Payments Table?

A: Yes. Select the Font Family option associated with the component and choose the desired font.

Q: What information is displayed in the Payments Table?

A: The Payments Table displays Date, Type, Amount, Method, Status, Check Number, and Note information associated with recorded payments.

Q: Will multiple payments appear in the Payments Table?

A: Yes. When multiple payment transactions have been recorded against an invoice, the Payments Table displays the available information for those transactions.

Q: Will different payment methods appear in the Payments Table?

A: Yes. The Payments Table displays the recorded payment method for each transaction, such as check or bank draft.

Q: Will payment notes appear on the invoice document?

A: Yes. Notes associated with payment transactions can be displayed in the Note column of the Payments Table.

Q: Can I remove the Payments Table from a form?

A: Yes. Select the component and double-click the delete option to remove it. Save the form to retain the changes.