. v2027 Help

How to process a payment for a specific Purchase Order (PO)

1. Overview

The Payment Processing module in Inaya allows you to make payments directly from a Purchase Order (PO) after a bill has been recorded and approved. This feature provides a streamlined way to settle vendor invoices directly from the PO without navigating through multiple reports. You can process payments using various payment methods including cash, bank transfers, or mobile money, with full support for withholding tax (WHT) deductions and payment voucher generation.

2. Why Is It Important to Process Payments for Specific Purchase Orders?

Aspect

Importance

Direct Payment

Process payments directly from the PO without navigating through multiple reports

Payment Accuracy

Ensure payments are made against the correct PO and vendor

Multiple Payment Methods

Support for cash, bank transfers, mobile money, and POS payments

Withholding Tax Management

Apply WHT (5% or 10%) directly during payment processing

Audit Trail

Complete record of payment with transaction IDs and voucher numbers

Real-time Status Updates

Payment status updates instantly from "Not Paid" to "Fully Paid"

3. Requirements Before You Start

Prerequisites Checklist

  1. Purchase Order: A Purchase Order must exist and be approved. Study how to create a purchase order for details.

  2. Bill Recorded: A bill must be recorded against the PO. Study how to record a bill for a PO for details.

  3. Bill Approved: The bill must be approved. Study purchase order approval for details.

  4. Payment Method Setup: Payment methods must be configured (Cash, Bank Accounts, Mobile Money, POS).

  5. Sufficient Balance: The selected payment method must have sufficient balance to cover the payment.

  6. Transaction ID (if applicable): For non-cash payments, you must have the transaction ID/reference number.

  7. User Permissions: The user performing the transaction must have permission to process payments.

4. Scenarios and Examples

Scenario 1 — Processing Payment Using Cash Box (Insufficient Balance)

Field

Value

Vendor

KAIRUKI PHARMACEUTICALS INDUSTRY LIMITED

PO Number

AA-AA-02-13

PO Amount

836,000.00 TZS

Payment Method

Cash

Cash Balance

1.00 TZS

Result

❌ FAILS — Insufficient Balance

Context: The user attempts to pay using a cash box with only 1.00 TZS balance. The system displays an error message: "CashBox doesn't have enough cash to make payment."

Scenario 2 — Processing Payment Using Bank Transfer (Successful)

Field

Value

Vendor

KAIRUKI PHARMACEUTICALS INDUSTRY LIMITED

PO Number

AA-AA-02-13

PO Amount

836,000.00 TZS

Payment Method

LIPA NMB (Bank Transfer)

Bank Balance

91,951,080.23 TZS

Transaction ID

bill123HTK

Result

✅ SUCCESS — Payment Voucher Generated

Context: The user selects LIPA NMB as the payment method with sufficient balance. The system requires a Transaction ID for reconciliation. After entering the Transaction ID and clicking Pay, the payment is successful.

5. Step-by-Step Guide: Processing Payment for a Specific Purchase Order

  1. Open the Main Menu from the sidebar.

    Main Menu showing Purchase and Purchase Order navigation

  2. Scroll down to Purchase, then select Purchase Order to open the Purchase Orders page.

  3. Alternatively, click the Search icon in the top-left corner, type Purchase Order into the search box, and select Purchase Order from the results.

Step 2 — Locate the PO with 'Not Paid' Status

  1. In the Purchase Orders list, examine the Payment Status column.

    Purchase Orders list showing Not Paid status

  2. Look for the PO with Payment Status = "Not Paid". This means a bill exists but payment has not been made yet.

  3. Example: PO Number AA-AA-02-13 for KAIRUKI PHARMACEUTICALS INDUSTRY LIMITED with amount 836,000.00 TZS and Payment Status = "Not Paid".

Step 3 — Open the Purchase Order

  1. Click on the Purchase Order number (e.g., AA-AA-02-13) to open its details.

  2. The PO details page displays:

    • PO Amount: 836,000.00 TZS

    • Bill Amount: 836,000.00 TZS

    • Paid Amount: 0.00 TZS

    • Due Amount: 836,000.00 TZS

  3. Click the Process Payment button to start the payment process.

    Process Payment button on PO details

Step 4 — Click Plus/Add to Start Payment

  1. After clicking Process Payment, the payment section will open.

    Payment section with Add/Plus button

  2. Click the + (Plus) or Add button to start entering payment details.

Step 5 — Enter Payment Details and Click Save

  1. The payment entry screen will appear.

  2. Enter the following information:

    • Amount: 836,000 TZS (the amount to pay)

    • Payment Method: Select from available options

  3. Click Save to proceed to the payment confirmation screen.

    Save button on payment entry

Step 6 — Payment Confirmation Screen

  1. After clicking Save, the payment confirmation screen will appear.

    Payment confirmation screen with cash box selection

  2. The payment screen displays:

    • Date: 24/08/2026

    • Amount: 836,000 TZS

    • Cash balance: 1.00 TZS (balance of selected payment method)

    • Payable: 836,000.00 TZS

  3. If applicable, select withholding tax (WHT) options:

    • Rent WHT (10%): For rental payments

    • WHT (5%): For standard withholding tax

    WHT options on payment screen

  4. You can also add Notes to the payment for future reference.

Step 7A — Payment Fails: Insufficient Balance

  1. If the selected payment method has insufficient balance and you click Pay:

    Error message for insufficient balance

  2. Solution: Close the error message and select a different payment method with sufficient balance.

Step 7B — Select Alternative Payment Method

  1. Close the error and change the payment method to one with sufficient balance.

    Alternative payment methods

  2. Example: Select LIPA NMB with balance 91,951,080.23 TZS which is sufficient for the 836,000.00 TZS payment.

    LIPA NMB selected with sufficient balance

Step 8 — Enter Transaction ID (For Non-Cash Payments)

  1. When using a non-cash payment method (Bank, Mobile Money, POS), you MUST enter a Transaction ID.

  2. The Transaction ID is the reference number from your bank, mobile money, or POS transaction. This is essential for future reconciliation.

  3. Example: Enter bill123HTK as the Transaction ID.

Step 9 — Process Payment

  1. After selecting the payment method and entering the Transaction ID, click the Pay button.

  2. The system processes the payment and displays a confirmation message:

    "Payment Voucher Processed Successfully"

    Payment successful confirmation

Step 10 — View and Print Payment Voucher

  1. After successful payment, you can choose to:

    • Print: Click Print to print the payment voucher

    • Don't Print: Click Don't Print to skip printing

    Print or Don't Print options

  2. The payment voucher appears in the payment history.

    Payment history showing voucher

  3. Click View Payment Voucher to see the complete voucher details.

    Complete Payment Voucher

Step 11 — Verify Payment Status Updated

  1. Return to the Purchase Orders list to verify the payment status has been updated.

    Purchase Orders list showing Fully Paid status

  2. The Payment Status has changed from "Not Paid" to "Fully Paid".

6. What Happens After Saving?

SN

Action

Result

Impact

1

Payment Voucher Generated

A payment voucher is created with a unique number

Financial record established

2

PO Paid Amount Updated

Paid Amount changes from 0.00 to 836,000.00 TZS

Payment recorded against PO

3

Due Amount Updated

Due Amount changes from 836,000.00 to 0.00 TZS

No outstanding balance

4

Payment Status Updated

Payment Status changes from "Not Paid" to "Fully Paid"

PO payment complete

5

Payment Method Balance Reduced

The selected payment method balance decreases

Cash/Bank balance updated

6

Audit Trail Created

Complete record of the transaction is logged

Full audit trail established

Complete Example — Processing Payment for KAIRUKI PHARMACEUTICALS INDUSTRY LIMITED

Scenario: KAIRUKI PHARMACEUTICALS INDUSTRY LIMITED has a PO (AA-AA-02-13) with a recorded bill of 836,000.00 TZS. The company needs to process payment using LIPA NMB bank transfer.

End-to-End Walkthrough

  1. Navigate to Purchase → Purchase Order.

  2. Search for PO AA-AA-02-13 with Payment Status = "Not Paid".

  3. Click on the PO number to open details.

  4. Click Process Payment.

  5. Click the + (Plus) button to add payment.

  6. Enter Amount: 836,000 TZS and select Payment Method.

  7. Click Save.

  8. Select Payment Method: LIPA NMB.

  9. Enter Transaction ID: bill123HTK.

  10. Click Pay.

  11. System displays: "Payment Voucher Processed Successfully".

  12. Choose Print or Don't Print.

  13. View payment voucher in history.

  14. Verify Payment Status changed to "Fully Paid".

Before Payment

  • PO Amount: 836,000.00 TZS

  • Bill Amount: 836,000.00 TZS

  • Paid Amount: 0.00 TZS

  • Due Amount: 836,000.00 TZS

  • Payment Status: Not Paid

After Payment

  • PO Amount: 836,000.00 TZS

  • Bill Amount: 836,000.00 TZS

  • Paid Amount: 836,000.00 TZS

  • Due Amount: 0.00 TZS

  • Payment Status: Fully Paid

  • Payment Voucher: AA-AA-03-32

7. Payment Voucher Details

Sample Payment Voucher

Field

Value

PAYEE

KAIRUKI PHARMACETICALS INDUSTRY LIMITED

Date

24/08/2026

Number

AA-AA-03-32

Payment Method

LIPA NMB

Transaction ID

bill123HTK

Bill Details

Bill: 567 from PO: AA-AA-02-13, Amount: 836,000.00 TZS

Account

2001 : Accounts Payable

Amount In Words

Eight Hundred Thirty Six Thousand (TZS)

Created By

Andre . Amiri

Time

24/08/2026 14:38:06

Amount

836,000.00 TZS

Complete Payment Voucher

8. Common Problems and Solutions

Troubleshooting

  1. Cannot find PO — PO not showing in list. Cause: PO not created or user lacks permission. Solution: Check if PO exists. Contact system administrator for permissions.

  2. Cannot process payment — Payment Status is not "Not Paid". Cause: The PO is already fully paid or no bill exists. Solution: Check the Payment Status. If "Fully Paid", no action needed. If "Not Billed", record a bill first.

  3. Insufficient balance error — Error: "CashBox doesn't have enough cash to make payment". Cause: Selected payment method has insufficient funds. Solution: Select a different payment method with sufficient balance.

    Insufficient balance error

  4. Invalid information error — Error: "Invalid Information. Please Make sure you have entered everything correctly." Cause: Transaction ID is missing for non-cash payment. Solution: Enter the Transaction ID in the field provided.

    Invalid information error

9. Quick Reference

9.1 Checklist Before Processing Payment

☐

Check

☐

Purchase Order exists and is approved

☐

Bill has been recorded against the PO

☐

Bill has been approved

☐

Payment Status is "Not Paid"

☐

Selected payment method has sufficient balance

☐

Transaction ID is available (for non-cash payments)

☐

User has permission to process payments

9.2 Quick Step Reference

Payment Processing at a Glance

  1. Navigate to Purchase → Purchase Order.

  2. Search for PO with Payment Status = "Not Paid".

  3. Click on the PO number.

  4. Click Process Payment.

  5. Click the + (Plus) button.

  6. Enter Amount and select Payment Method.

  7. Click Save.

  8. Select Payment Method.

  9. Enter Transaction ID (if non-cash payment).

  10. Click Pay.

  11. Confirm success message.

  12. Verify Payment Status changed to "Fully Paid".

9.3 Key Terms

SN

Term

Definition

1

Purchase Order (PO)

Document authorizing the purchase of goods or services from a vendor

2

Bill

Vendor invoice recorded against a PO, creating a financial obligation

3

Not Paid

PO status meaning a bill exists but payment has not been made

4

Fully Paid

PO status meaning the bill has been paid in full

5

Payment Method

The method used to pay (Cash, Bank Transfer, Mobile Money, POS)

6

Transaction ID

Reference number for non-cash payments

7

Withholding Tax (WHT)

Tax deducted at source from payments (5% or 10% for rent)

8

Payment Voucher

Official document recording a payment transaction

9

LIPA NMB

Payment method for direct bank transfer to NMB account

28 August 2026
Topic titleHow to Process Payment Through Vendor Payable Report