30.1 The Payments Workspace

The Payments workspace provides authorized AIUNIFY CRM users with a transaction-oriented view of Invoice payment records.

Payment visibility is permission-sensitive and can also depend on the user's access to the related Invoice.

30.2 Payment Table Information

The Payments table can include information such as:

• Payment record.
• Invoice.
• Payment Mode.
• Transaction ID.
• Customer/company.
• Amount.
• Payment date.

Use the Invoice and Customer relationships to verify that you are working with the correct payment.

30.3 Opening a Payment

Open the payment when you need to review or perform an allowed action on that payment record.

The payment detail/edit workflow links back to the related Invoice so that you can verify the transaction context.

30.4 Editing a Payment

When payment editing is available to your account, the payment form can include:

• Amount Received.
• Payment Date.
• Payment Mode.
• Payment Method.
• Transaction ID.
• Note.

The Amount and Date are required by the payment form.

Change a payment only when the existing record is incorrect and the correction is authorized.

30.5 Sending a Payment Receipt

AIUNIFY CRM includes a workflow for sending a payment receipt to the Customer.

Before sending the receipt, verify the Customer, Invoice, amount, date, and intended recipient.

30.6 Deleting a Payment

Payment deletion is permission-controlled.

Financial action: Deleting a payment changes the financial history associated with an Invoice. Verify the record carefully and use deletion only when the payment genuinely must be removed.

30.7 Batch Payments

The CRM also provides a Batch Payments workflow for entering payment information across multiple eligible Invoices.

Batch entry is useful when several payment records need to be processed together, but each Invoice must still be reviewed individually.

30.8 Filtering Batch Payments by Customer

The Batch Payment interface can filter the available Invoices by Customer.

Use this filter to narrow the working list and reduce the chance of applying payment information to an unrelated Customer.

30.9 Batch Payment Fields

The Batch Payment table includes transaction information such as:

• Invoice Number.
• Payment Date.
• Payment Mode.
• Transaction ID.
• Amount Received.
• Invoice Balance Due.

Review each row independently. A batch does not mean every Invoice should receive the same amount or transaction reference.

30.10 Suppressing Payment-Recorded Emails

The Batch Payment workflow includes an option labeled to prevent the Invoice payment-recorded email from being sent to Customer Contacts.

Use this option deliberately. Leaving or removing Customer notifications should reflect the intended communication workflow for that batch.

30.11 Applying the Batch

1. Open Batch Payments.
2. Filter by Customer when useful.
3. Identify the intended Invoices.
4. Enter the applicable Payment Date for each payment.
5. Select the correct existing Payment Mode.
6. Enter Transaction IDs where applicable.
7. Enter the actual Amount Received for each Invoice.
8. Compare the amount with the displayed balance due.
9. Choose the payment-recorded email behavior.
10. Review all populated rows.
11. Apply the batch.
12. Verify representative Invoices after completion.

30.12 Individual Payment vs. Batch Payment

Individual Payment	Use when recording or correcting a single Invoice payment.
Batch Payment	Use when processing multiple eligible Invoice payments together.

30.13 Post-Batch Verification

After a batch completes, open several affected Invoices and verify:

• The correct payment amount.
• The correct payment date.
• The expected Payment Mode.
• The Transaction ID where used.
• The updated balance.
• The resulting Invoice status.

30.14 Payment Management Best Practices

• Confirm the Invoice before editing a payment.
• Do not create duplicate payments.
• Use actual payment dates and amounts.
• Preserve transaction identifiers.
• Use existing Payment Modes rather than changing tenant setup.
• Use payment deletion cautiously.
• Review every populated row before applying a batch.
• Verify Invoice balances after payment processing.