Payment Processing
Introduction
The Payments feature in Gangmates allows you to process payments for employees or service providers seamlessly, either individually or in bulk. Payments can be made for Payslips or Invoices, ensuring proper tracking and accountability.
Pre-Requisites
Active Users:
Only active users appear in the dropdown for payments.
Bank Information:
Ensure all users have their bank information set up. Payments will fail if bank details are missing.
Wallet Balance:
Ensure your wallet balance is greater than the total amount to be paid.
Learn more about topping up your wallet here.
Payment Eligibility:
Payslip: Must have an Unpaid status to be eligible for payment.
Invoice: Must have an Approval Status of Approved and a Status of Unpaid or Partial, with an Amount Due greater than zero.
Step-by-Step Guide to Making Payments
Step 1: Navigate to the Payment Page
Go to Finance -> Pay from the main menu.
You will be directed to the payment page, where you can manage and process payments.
Step 2: Select Users
User Selection:
Use the dropdown to select users for payment.
Only Active Users will appear in the dropdown.
Multiple User Selection:
You can select one or more users for payment processing.
Step 3: Choose Payment Type
Payment Type:
Select the type of payment:
One-Time: A single payment for the selected users.
Recurring: A recurring payment setup (e.g., weekly or monthly payments).
Step 4: Process One-Time Payments
One-Time Payment Type:
Choose the type of one-time payment:
Payslip:
Only payslips with an Unpaid status will show up in the dropdown.
Ensure the user’s bank information is set; otherwise, the payment will fail.
Invoice:
Invoices must have:
Approval Status: Approved.
Status: Unpaid or Partial.
Amount Due: Greater than zero.
Select Payslip or Invoice:
Use the dropdown to choose the specific Payslip or Invoice to be paid.
Payment Date:
The payment date is automatically set to today’s date.
Complete Payment:
Click the Paid button to process the payment.
Step 5: Process Payments for All Unpaid or Partially Paid Invoices
Checkbox Selection:
To process all unpaid or partially paid invoices, check:
All Unpaid: Pays all invoices with an Unpaid status.
All Partial: Pays all invoices with a Partial status.
One-Time Payment Type:
For All Partial, the one-time payment type cannot be Payslip as this is invalid.
Only Invoice payments are allowed for partial payments.
Wallet Balance Check:
Ensure your wallet balance is sufficient to cover the total amount on all selected invoices.
Complete Payment:
Click the Paid button to process all selected invoices.
Post-Payment Actions
Payment History Table:
After completing a payment, review the Payment History Table for a detailed record of the transaction.
Failed Payments:
If a payment fails, check:
User bank information.
Payslip or invoice eligibility criteria.
Wallet balance.
Key Notes
Invalid Scenarios:
Payslip payments are invalid for All Partial invoices.
Wallet Balance:
Payments will only process if the wallet balance is greater than the total payment amount.
Combination of Filters:
You can combine All Unpaid and All Partial filters to process both types simultaneously.
Troubleshooting
Payment Not Showing in History:
Ensure the payment was successfully processed. If not, check wallet balance or eligibility criteria.
Missing Users in Dropdown:
Only active users are displayed. Verify the user’s status.
Payment Fails:
Verify that bank details are set for users and that payslips/invoices meet the eligibility criteria.
Best Practices
Regular Wallet Top-Ups:
Ensure sufficient wallet balance to avoid payment delays.
Review Pending Payments:
Periodically review unpaid or partially paid invoices to keep records up-to-date.
Use Payment History:
Monitor payment history for auditing and record-keeping purposes.
Support
For additional help, contact support@gangmates.com. Provide the details of the payment issue, such as the user, payslip, or invoice in question, for faster resolution.
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