Payment Ledger Entry
Overview
Below is a business-focused explanation of the Payment Ledger Entry in Dafater.
What is the Payment Ledger Entry used for?
The Payment Ledger Entry is used to record and track every financial payment movement that affects a customer, supplier, employee, or other business partner. It serves as a detailed financial trail that shows when a payment was made, who it was made to or received from, how much was involved, and how it impacts outstanding balances.
In simple terms, the Payment Ledger Entry is the backbone for accurate payment history, balance tracking, and financial transparency across the business.
Prerequisites and setup requirements
Before using the Payment Ledger Entry, the following should already be in place:
- Business parties such as customers, suppliers, employees, or lenders must be set up in Dafater
- Accounts and payment methods (such as cash, bank, or digital channels) should be defined
- Basic accounting periods and company financial settings must be active
- Payment-related documents (such as invoices, advances, or settlements) should be part of regular operations
The Payment Ledger Entry itself is usually created automatically as part of normal payment activities, rather than manually.
Typical workflow and how it fits into business processes
- A payment-related activity occurs, such as receiving money from a customer or paying a supplier
- Dafater records the transaction and creates a Payment Ledger Entry in the background
- The entry updates the running balance of the related party
- The ledger entry becomes part of financial reports, statements, and audits
- Future transactions reference this entry to ensure balances remain accurate
The Payment Ledger Entry acts as a permanent financial record that connects operational transactions with financial reporting.
Key business scenarios where the Payment Ledger Entry is essential
- Customer payments – tracking receipts against sales invoices
- Supplier payments – monitoring payments made and outstanding dues
- Advance payments – recording deposits or prepayments before invoices are issued
- Refunds and adjustments – maintaining clarity when money is returned or corrected
- Employee or partner settlements – ensuring accurate payout tracking
- Financial audits and reviews – providing a reliable payment history
Without the Payment Ledger Entry, it would be difficult to explain balance differences or verify payment accuracy.
Important considerations for users
- The Payment Ledger Entry is a financial record, not a standalone transaction; it reflects business actions already taken
- Entries should not be altered casually, as they affect balances and reports
- Always verify that payments are linked to the correct party and purpose
- Use ledger entries as a reference when resolving disputes or reconciliation issues
- Consistent and accurate payment recording ensures trustworthy financial reporting
Summary
The Payment Ledger Entry in Dafater ensures that every payment made or received is properly documented, traceable, and reflected in business balances. It plays a critical role in financial accuracy, accountability, and confidence in day-to-day operations and long-term financial management.
Basic Information
- Module: Accounts
- Document Type: Other
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| posting_date | Posting Date | Date | - | Date when payment entry is posted in Dafater accounts | |
| company | Company | Link | Company | Company under which this payment ledger entry is recorded | |
| account_type | Account Type | Select | Receivable, Payable | Indicates whether entry is receivable or payable in Dafater | |
| account | Account | Link | Account | Ledger account impacted by this payment transaction | |
| party_type | Party Type | Link | DocType | Type of party involved, such as Customer or Supplier | |
| party | Party | Dynamic Link | party_type | Specific party linked to this payment entry | |
| due_date | Due Date | Date | - | Date by which the payment is expected or due | |
| voucherdetailno | Voucher Detail No | Data | - | Reference number for specific voucher line details | |
| cost_center | Cost Center | Link | Cost Center | Cost center to track financial impact within Dafater | |
| finance_book | Finance Book | Link | Finance Book | Finance book used for reporting this transaction | |
| voucher_type | Voucher Type | Link | DocType | Type of voucher creating this payment entry | |
| voucher_no | Voucher No | Dynamic Link | voucher_type | Voucher reference number associated with this entry | |
| againstvouchertype | Against Voucher Type | Link | DocType | Type of voucher this payment is adjusted against | |
| againstvoucherno | Against Voucher No | Dynamic Link | againstvouchertype | Referenced voucher number adjusted by this payment | |
| amount | Amount | Currency | Company:company:default_currency | Payment amount in company default currency | |
| account_currency | Currency | Link | Currency | Currency of the linked account | |
| amountinaccount_currency | Amount in Account Currency | Currency | account_currency | Payment amount expressed in account currency | |
| delinked | DeLinked | Check | - | Indicates whether entry is detached from original voucher | |
| remarks | Remarks | Text | - | Additional notes or comments for this payment entry |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Auditor | ✓ | |||||
| Accounts Manager | ✓ | |||||
| Accounts User | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Account | Links to | Accounts |
| Company | Links to | Setup |
| Cost Center | Links to | Accounts |
| Currency | Links to | Geo |
| Finance Book | Links to | Accounts |