When you click a Payment Number in Payments, the payment record details page opens. This view displays all relevant payment information and provides a detailed breakdown of the invoices or bills it covers, allowing you to review payment data in one place.
Figure 1. Quick Navigation Links
At the top of the Payment Records, you’ll find quick navigation links for related information:
- Vendor: Click the Vendor link to view detailed information about the vendor who received this payment.
- Bills: Click the Bills link to see all bills related to this payment.
- Vendor Emails: Click the "Vendor Emails" link to display all emails associated with the vendor.
Payment Records Overview
The Payment Records display all key information about a payment in clear sections for efficient review, analysis, and audit. The main sections are: Standard Fields, Extended Fields, and Line Items.
1. Standard Fields
This section shows the primary details for the payment:
Table 1. Payment Records — Standard Fields
| Field | Description (includes example) |
| Payment No | Unique reference number for the payment (if provided by the source system). Example: PAY-000987 |
| Vendor Name | The vendor who received the payment. Example: Acme Supplies |
| Total Amount | The total value of this payment. Example: $1,250.00 |
| Foreign Currency | The payment currency if different from your base (entity) currency. Example: EUR |
| Payment Category | Type or purpose of payment (e.g., Supplier Payment). Example: Supplier Payment |
| Bank Account | The bank account from which the payment was made. Example: Main Operating Account |
| Status | The current state of the payment (e.g., Awaiting Settlement, In Progress, Complete, Canceled). Example: Complete |
| Applied Amount | How much of this payment was matched to vendor bills/invoices. Example: $1,250.00 |
| Foreign Total Amount | Total amount in foreign currency. Example: €1,250.00 |
| Company | The business entity processing this payment. Example: Contoso, Inc. (USA) |
| Settlement Date | Date when the payment was settled. Example: 08/15/2025 |
| Payment Date | Date when the payment was actually made. Example: 08/15/2025 |
| Currency | The main currency used for the payment. Example: USD |
| Unapplied Amount | Remaining amount not applied to invoices/bills. Example: $0.00 |
| Exchange Rate | Rate used when converting between currencies. Example: 1.08 |
| Payment Type | How the payment was made (e.g., Cash, ACH, Wire). Example: ACH |
| Transaction Reference | Payment reference or note. Example: TRX-2025-000123 |
| Foreign Applied Amount | Applied amount in foreign currency. Example: €1,250.00 |
| Foreign Unapplied Amount | Unapplied amount in foreign currency. Example: €0.00 |
| Settlement Run ID | Reference to the payment batch or settlement run. Example: SR-2025-0815-01 |
| Discount Taken | Any discount applied to this payment. Example: $25.00 |
All fields above reflect the latest synced data for this payment in SmartVendor.
2. Extended Fields
The Extended Fields section displays any organization-specific custom fields configured for payments.
- In this example, No Extended Fields are present.
- If extended fields are used in your environment, details will appear in this section.
3. Line Items
This section breaks down which bill(s) this payment covered:
Table 2. Payment Records — Line Items
| Field | Description (includes example) |
| Vendor Bill Internal ID | System-generated identifier of the bill/invoice this payment was applied to. Example: 25541 |
| Vendor Bill External ID | Vendor’s invoice number associated with the payment application. Example: ABT‑6607 |
| Amount Paid | Portion of the payment applied to this specific bill/invoice. Example: $700.00 |
| Invoice Date | Original invoice date for the bill/invoice. Example: 2025‑09‑02 |
| Due Date | Invoice due date for the bill/invoice. Example: 2025‑09‑17 |
| Amount | Original invoice amount for the bill/invoice (may equal or differ from Amount Paid). Example: $700.00 |
You might see additional or customized columns depending on company needs or SmartVendor settings.
Figure 2: Payment Records
Tip: Use the navigation links at the top (Vendor, Bills, Vendor Emails) to quickly access related information or documents.
Note: Fields and line items shown are based on your organization’s SmartVendor integration and payment configuration. For audit/compliance purposes, always confirm that payment applications match invoices accurately and that status fields are complete.
Notes Section
The Notes section in Payment Details view allows you to view, search, filter, and add both system-generated (SmartBot) and user-generated (User) notes for the payment. This supports tracking, collaboration, and auditability.
How to use Notes
- View notes: All notes appear in a single list. Use the checkboxes to show System‑Generated and/or User notes.
- Search notes: Enter keywords in the search bar to find specific entries quickly.
Figure 3. Notes Section in Payment Records
- Filter notes: Click the filter icon next to the search bar to open the Filters dialog. Set parameters (for example, Note created by) and use operators such as Equals to and Contains to refine results. Click Apply to activate filters.
Figure 4. Notes Filter Dialog
- Add a note: Click the plus (+) icon. An editor opens at the top of the list with Save and Cancel. Type your note and click Save (permission required). If no notes exist, No Data To Display appears.
Figure 5. Add Notes
- View Email: Click View Email in a note to open the corresponding email or thread in a modal overlay. You can read the message body from that window, see labels, sender/recipient, and timestamps, and view any attachments. If tasks are linked to the email, they appear in the same view. Use View Inbox to open the message directly in the mailbox.
Figure 6. View Email
Tip: Use system‑generated (SmartBot) notes to track automatic actions; use user notes for recording decisions, exceptions, or other relevant communications about the payment.
Note: If you cannot add new notes, you may lack the required permissions. Contact your administrator for access.