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Record a payment and read a party statement

Record who paid, how much and by which method. gamitrack applies it to the oldest invoices and keeps a running statement.

Updated 2026-11-01

Payments from dealers and shops are recorded on the Payments page. Field staff record payments in the app too, and those appear here automatically.

Record a payment

  1. Open Payments in the Management group. The page is titled with a description "Collections from dealers and shops."
  2. Fill in the Record payment form.
  3. Choose the Party.
  4. Enter the Amount (NPR).
  5. Choose the Method: Cash, eSewa, Khalti, Fonepay QR, Bank transfer or Cheque.
  6. In Reference, type the cheque number or transaction ID. You can also add a Note and set the Date.
  7. Submit it. The button shows "Saving…" and the payment appears in the list with Received by.

You can also record a payment from a party's own page, where the party is already chosen.

What happens to the amount

The payment is applied to that party's open invoices, oldest first. Anything left over stays as an Advance on the party's account. The record is permanent: gamitrack keeps an append-only ledger, so corrections are made by adding a new entry.

Receivables

The Receivables section on the Payments page lists what parties owe you, with the Balance for each. On a party's page, the ledger shows:

  • Statement: each Date, the Particulars (such as Opening balance, Invoice, Payment, Credit note, Adjustment or Invoice cancelled), Debit, Credit and a Balance that runs down the page.
  • Aging: the balance split into Not due, 1–30 days, 31–60 days, 61–90 days and 90+ days.

If a party has nothing yet, it says "No transactions yet."

Cash handling

Field staff collect cash as well as digital payments. Keep an eye on cash that has not been deposited. A flag Cash not deposited can appear against a salesperson, which a manager reviews under Visits & flags.

Tip: For eSewa, Khalti and Fonepay, put the transaction ID in Reference. For bank transfers, use the bank's reference number.

Tip: Check Aging every week to decide whom to call first.

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