The Partial Payment feature allows you to pay an invoice in multiple installments instead of settling the full amount at once. This helps with better cash flow management while keeping track of the outstanding balance on your invoice.
How the Remaining Amount is Calculated:
[Remaining Amount = Invoice Amount - Paid Amount - Amount in Awaiting Authorization]
This formula ensures you have a clear view of the pending amount that still needs to be paid.
How to Create Partial Payments for Invoices
As a Payment Initiator, you can easily create partial payments for your invoices on Bayzat. Follow the steps below to initiate a partial payment:
1. Steps to Create a Partial Payment:
1. Click “Make Payment”
Navigate from Finance> Accounts Payable > Approved. Locate the invoice from you want to pay and click the “Make Payment” button.
2. Select Partial Payment
On the payment screen, choose the Partial Payment option. A new field will appear where you can enter the amount you wish to pay.
Ensure the amount is less than the remaining balance of the invoice.
3. Add a Payment Description
Before proceeding, provide a brief description for the payment.
4. Complete Multi-Factor Authentication (MFA)
To confirm the payment, complete the Multi-Factor Authentication (MFA) process.
5. Submit the Payment
Once confirmed, the partial payment will be created and visible in the “Awaiting Authorisation” state.
Partial Payment Amount: The amount you enter must be less than the remaining invoice balance.
If the amount exceeds the remaining balance, the “Continue” button will remain disabled.
Existing Payments: If there’s already a payment for the same invoice in the “Awaiting Authorisation” state, you
cannot create a new partial payment.
You must either complete the existing payment or move it back to the Approved state before initiating a new
partial payment.
2. Steps to Authorise a Partial Payment
1. Go to the “Awaiting Authorisation” Tab
Navigate to the “Awaiting Authorisation” section to view the list of partial payments pending approval.
2. Click “Authorise”
Select the payment you want to authorise and click the “Authorise” button.
3. Review Payment Details
On the confirmation screen, you will see:
-The partial payment amount to be sent.
-Beneficiary details and transaction information.
Carefully verify all the details before proceeding.
4. Complete Multi-Factor Authentication (MFA)
To confirm the authorisation, complete the Multi-Factor Authentication (MFA) process.
5. Confirm Authorisation
Once authorised, the partial payment will move to the “Paid” state.
3. How to Move Partial Payments Back to the Approved State
As a Payment Authoriser, you can move a partial payment from the “Awaiting Authorisation” state back to the “Approved” state if needed. Here’s how it works:
Steps to Move a Partial Payment to the Approved State
1. Locate the Payment in “Awaiting Authorisation”
Go to the “Awaiting Authorisation” section and find the partial payment you want to move back.
2. Move the Payment to “Approved”
Select the payment click on 3 dots and choose the option to move it back to the “Approved” state.
What Happens Next?
- If the Invoice Exists in the “Approved” State: The partial payment amount will be added back to the remaining amount of the invoice.
- If the Invoice Does Not Exist in the “Approved” State: A new entry will be created in the “Approved” state, with the remaining amount equal to the moved partial payment amount.
4. Invoice Management for Partial Payments
As an Invoice Manager, you can view and manage partially paid invoices across different states. Here’s how you can access and review the details:
4.1 Viewing Partially Paid Invoices
You can view partially paid invoices in the following states:
Approved State
- Invoices with a remaining balance will be listed.
- The Amount Column will display: Total Invoice Amount or Remaining Amount.
Awaiting Authorisation State
- Invoices with partial payments that require authorisation will be listed.
- The Amount Column will display: Partial Payment Amount awaiting authorisation or Remaining Invoice Amount
Paid State
- Invoices with completed partial payments will be displayed.
- The Amount Column will display: Total Paid Amount or Remaining Amount
4.2 Viewing Payment Details of Partially Paid Invoices
On the Invoice Details Screen, you can view a breakdown of payments across all three statuses:
Active Payments (Awaiting Authorisation): These are always shown in full view mode.
Paid Payments: These are shown in a compiled view. You can expand the section to view detailed payment information.
4.3 Partial Payments in the Overview Table
If an invoice is partially paid, it will be categorized as follows:
- Pending Invoice: For the remaining amount.
- Paid Invoice: For the amount already paid.
The Paid Amount and Pending Amount will be clearly displayed in the summary table for easy tracking.
Partial Payment Tagging
All partially paid invoices will be tagged as “Partial Payment” . This tag will appear next to the Invoice Number in the following areas:
- All invoice states (Approved, Awaiting Authorisation, Paid)
- Detail pages of the invoices.
This ensures quick identification of partially paid invoices across the platform.
How to Download Payment Advice for Partial Payments
As a Payment Initiator, you can download payment advice for partial payments. Here’s how:
- Select “Download Payment Advice” : Choose the partially paid invoice and click on “Download Payment Advice”.
- View Partial Payment List: A screen will appear showing a list of all partial payments associated with the invoice.
- Select Payments to Download: Choose the specific partial payments for which you need payment advice.
- Download the Advice: Once selected, you can download the payment advice for the chosen partial payments.