Articles in this section
Approval Process for Quote Discounts Configure Authorize.net to process payments Creating and Managing Invoices Creating and Managing Work Orders Creating Credit Notes Creating Delivery Notes Creating GST compliant invoices for Indian Businesses Creating Price Books Creating Receipt Notes GST in India Vtiger Products Module Vtiger Services Module Managing Vendors Managing Bills Managing Purchase Orders Managing Sales Orders Managing Subscriptions in Vtiger CRM Managing your Assets Vtiger Inventory App Overview Managing your Vtiger CRM Subscriptions & Billing Summary Variables Chart of Accounts Stock Update in Vtiger Stockroom in Vtiger CRM Vtiger Discounts for Products & Services Stock Management in Vtiger CRM Product Rules Product Options Vtiger CPQ

Managing Payments

This article will help you understand the functionality of the payments module and its relation with Invoices, Credit Notes, and other modules.
R
Rashmi Kashyap
7 May, 2026 - Updated  5 months ago

 

Feature Availability

Vtiger Editions: One Professional | One Enterprise

Introduction

Vtiger Payments module helps you record, process, and track customer and vendor payments. It also lets you accept online payments through secure gateways, ensuring faster, safer transactions.
 

    Key Features

    The key features of the Payments module are:

    • Accepting online payments using secure payment gateways.
    • Recording manual payments for tracking purposes.
    • Linking payments with Invoices, Purchase Orders, Bills, and Credit Notes.
    • Tracking incoming, outgoing, and refunded payments.

    Benefits

    The benefits of using the Payments module are:

    • Improving payment visibility across inventory modules.
    • Reducing manual payment tracking efforts.
    • Ensuring accurate payment status updates.
    • Supporting secure and reliable payment processing.

    In this article, you will learn about:

    • Payments in Vtiger
    • Installing Payments
    • Configuring Payment Gateways
    • Creating and managing Payments

    Key Terminology

     

    Key term

    Description

    Amount

    Displays the amount for which payment has to be created.

    Assigned to

    Displays the user or the group to whom the payment is assigned.

    Payment Gateway

    A payment merchant that helps you make payments securely.

    Payment Status

    Shows the present state of a payment - Paid, Pending, etc.

    Installing Payments

    The Payments module is not available by default, and you need to install it from the Add-ons page.
    Follow these steps to install the Payments module:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Select Settings.
    4. Click Add-ons.
    5. Look up Payments in the Search field.
    6. Click Install.
    7. Click Yes to confirm the installation.

    Once installed, you can see the Payments module under the Inventory app.

    Payment Statuses in Vtiger

    The following are the payment statuses:
    • Pending: The payment transaction is pending.
    • In Progress: The payment is in progress.
    • Failure: The payment was not successful.
    • Received (Invoice): The payment was received via invoice.
    • Paid: The payment that was made to vendors or suppliers. It is shown only if the payment is related to a purchase order or a bill. 
    • Refunded: The payment record has been created for a refund to the customer. This field is shown if payment is linked to Credit Notes.

    Configuring Payment Gateways

    Vtiger CRM offers the following secure gateway merchants for making payments:

    • Razorpay
    • Stripe
    • Authorize. Net
    • PayPal
    • Instamojo

    After you install the payments module, you need to configure one or all gateways to ensure a smooth payment process for your customers.

    Configuring a payment gateway in Vtiger CRM requires you to: 

    1. Add a payment gateway to the CRM.
    2. Connect CRM and the gateway by adding Vtiger details in the gateway account. This step is not mandatory for all the gateways.

    Configuring RazorPay

    Note: This configuration requires you to move between Razorpay and Vtiger CRM screens. Keep both of them open in different tabs or windows.

    Step 1: Generating Razorpay API Key ID and Key Secret

    Follow the steps below to generate Razorpay API Key ID and Key Secret:

    1. Log in to your Razorpay account.
    2. Click Settings on the left-hand side of the home screen.
    3. Click API Keys.
    4. Click Generate Key under Actions. The New Key window opens, displaying the API Key ID and Key Secret.
    5. Copy the API Key ID and Key Secret, then save them in a notepad or document.
    6. Click OK.

    Step 2: Configuring Razorpay in Vtiger CRM

    Follow these steps to add Stripe as a Payment Gateway in Vtiger:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Click Settings.
    4. Click Payments & Subscriptions under the Inventory section. The Payments Configuration page opens.
    ​
    ​
    1. Click the Payment Gateway tab.
    2. Click +Add Gateway. The Add Configuration window opens.
     
    1. Enter or select the following information:
      1. Provider: Select Razorpay from the available list.
      2. Active: Enable the checkbox to activate the gateway.
      3. Label: Enter the label name for the gateway.
      4. Default: Enable the checkbox to choose Stripe as a default payment gateway.
      5. Api Key: Enter the API copied from the Razorpay account.
      6. Api Secret: Enter the API Secret code copied from the Razorpay account.
      7. Webhook URL: Copy the webhook URL and paste it in the Razorpay webhook settings.
      8. Webhook Secret: Copy the webhook secret code and paste it in the Razorpay webhook settings.
    2. Click Save.
    To know more about the features and benefits of Razorpay, click here.
    After you successfully configure the Razorpay gateway, you can make payments using Razorpay.

    Configuring Stripe

    Note: This configuration requires you to move between Stripe and Vtiger CRM screens. Keep both of them open in different tabs or windows.

    Step 1: Configuring Stripe in Vtiger CRM

    Follow these steps to add Stripe as a Payment Gateway in Vtiger:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Click Settings.
    4. Click Payments & Subscriptions under the Inventory section. The Payments Configuration page opens.
    5. Click the Payment Gateway tab.
    6. Click +Add Gateway. The Add Configuration window opens.
     
    1. Enter or select the following information:
      1. Provider: Select Stripe from the available list.
      2. Active: Enable the checkbox to activate the gateway.
      3. Label: Enter the label name for the gateway.
      4. Default: Enable the checkbox to choose Stripe as a default payment gateway.
      5. Publishable Key: Enter the key provided in the Stripe account.
      6. Secret Key: Enter the secret key available in the Stripe account.
    2. Click Save.

    To know more about the features and benefits of Stripe, click here.
    After you successfully configure the Stripe gateway, you can make payments using Stripe.

    Configuring Authorize.net

    Note: This configuration requires you to move between Authorize.net and Vtiger CRM screens. Keep both of them open in different tabs or windows.

    Follow the steps below to configure Authorize.net in Vtiger:

    Step 1: Configuring Authorize.net in Vtiger CRM

    Follow these steps to add Authorize.net as a Payment Gateway in Vtiger:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Click Settings.
    4. Click Payments & Subscriptions under the Inventory section. The Payments Configuration page opens.
    5. Click the Payment Gateway tab.
    6. Click +Add Gateway. The Add Configuration window opens.
     
    1. Enter or select the following information:
      1. Provider: Select Authorize from the available list.
      2. Active: Enable the checkbox to activate the gateway.
      3. Label: Enter the label name for the gateway.
      4. Default: Enable the checkbox to choose Authorize.net as a default payment gateway.
      5. API Login ID: Provide the API Login ID provided by the Authorize.net payment gateway.
      6. TransactionKey: Provide the Transaction Key provided by the Authorize.net payment gateway.
      7. SilentPostURL: Use the right-click to copy the link address. Paste the key into a notepad.
    2.  Click Save.​

    Step 2: Add the SilentPostURL in your Authorize.net account

    Follow the steps below to configure Vtiger in the Authorize.net gateway:

    1. Log in to your Authorize.net account.
    2. Click the Account tab.
    3. Click the SilentPostURL field.
    4. Paste the SilentPostURL copied from Vtiger into this field.
    5. Click Save.

    To know more about the features and benefits of Authorize.net, click here.
    After you successfully configure the Authorize.net gateway, you can make payments using Authorize.net.

    Configuring PayPal

    Note: This configuration requires you to move between PayPal and Vtiger CRM screens. Keep both of them open in different tabs or windows.
    Follow the steps below to configure PayPal in Vtiger:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Click Settings.
    4. Click Payments & Subscriptions under the Inventory section. The Payments Configuration page opens.
    5. Click the Payment Gateway tab.
    6. Click +Add Gateway. The Add Configuration window opens.
     
    1. Enter or select the following information:
      1. Provider: Select PayPal from the available list.
      2. Active: Enable the checkbox to activate the gateway.
      3. Label: Enter the label name for the gateway.
      4. Default: Enable the checkbox to choose PayPal as a default payment gateway.
      5. API User ID: Provide the API Login ID provided by the PayPal payment gateway.
      6. Password: Enter the password provided by your PayPal Payment Gateway.
      7. Signature: Paste the API Signature copied from PayPal.
    2. Click Save.

    To know more about PayPal and its features and benefits, click here.
    After you successfully configure the PayPal gateway, you can make payments using PayPal.

    Note: The API User ID, Password, and Signature will be available in your PayPal business account.

    Configuring Instamojo

    Configuring Instamojo with Vtiger CRM requires you to do the following:
    1. Step 1: Retrieve the Client ID and Client Secret from the Instamojo Gateway
    2. Step 2: Configure Instamojo in Vtiger
    Note: This configuration requires you to move between Instamojo and Vtiger CRM screens. Keep both of them open in different tabs or windows.

    Follow the steps below to configure Instamojo in Vtiger:

    Step 1: Retrieving the Client ID and Client Secret from the Instamojo Gateway

    Follow the steps below to retrieve the client ID and the Secret code from Instamojo:

    1. Log in to Instamojo. The Instamojo Dashboard opens.
    2. Click Manage.
    3. Select API and Plugins.
    4. Click Generate Credentials.
    5. Go to Direct (REST) API Integration.
    6. Copy the Client ID and Client Secret, then save them in a notepad or document.

    Note: Only admins can perform the above actions.

    Step 2: Configuring Instamojo in Vtiger

    Follow the steps below to configure Instamojo in Vtiger:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Click Settings.
    4. Click Payments & Subscriptions under the Inventory section. The Payments Configuration page opens.
    5. Click the Payment Gateway tab.
    6. Click +Add Gateway. The Add Configuration window opens.
     
    1. Enter or select the following information:
      1. Provider: Select Instamojo from the available list.
      2. Active: Enable the checkbox to activate the gateway.
      3. Label: Enter the label name for the gateway.
      4. Default: Enable the checkbox to choose PayPal as a default payment gateway.
      5. Client ID: Paste the copied Client ID from the Instamojo platform.
      6. Client Secret: Paste the copied Client Secret from the Instamojo platform.
      7. Status Callback URL: Copy the status callback URL and paste it into the Razorpay settings.
      8. Webhook Callback URL: Copy the webhook callback URL and paste it into the Razorpay settings.
    2. Click Save.
    To know more about Instamojo and its features and benefits, click here.
    After you successfully configure the Instamojo gateway, you can make payments using Instamojo.

    Creating a Payment Record 

    You can create a payment record from the following screens:

    • Using Quick Create (+ icon) from all screens in the CRM
    • Using + Add Payment from the Payments module
    • From related modules like Invoices

    You can create a payment record for these scenarios:

    • Payment from the customer - Payment records will be linked to invoices.
    • Payment to vendor - The payment record is linked to bills.
    • Refund to customer - The payment record is linked to credit notes.

    From Quick Create

    You can create a Payment record by clicking the + icon (Quick Create) on all CRM screens. 
    Follow these steps to create a payment using Quick Create:
    1. Log in to the CRM.
    2. Click the + icon displayed on the top right side of your screen.
    3. Click Show all to view all the modules you can create records in using Quick Create.
    4. Select Payments from Order fulfillment.
    5. Enter all the mandatory details.
      1. Related Invoice: Select the invoice to pay.
      2. Amount: Enter the payment amount.
      3. Status: Select the payment status.
      4. Assigned To: Select the user the payment is assigned to.
    6. Click Save. 
      1. You can also click Save and Continue to save the record. 
      2. Note: Clicking Cancel discards all the information you entered.

    To know more about Quick Create, click here.

    From the Payments List View 

    You can create a Payment record from Inventory > Order Fulfillment > Payments module > +Add Payment button. You can find it in the top right corner of the Payments module List View.
    Follow the steps below to create a payment:

    1. Log in to the CRM.
    2. Click the main Menu.
    3. Go to Inventory.
    4. Select Payments.
    5. Click +Add Payment.
      1. Note: By default, all payment records are associated with invoices. To change the module, click the arrow next to the button.
     
    1. Fill in all the necessary details.
      1. Related Invoice: Select the invoice to pay.
      2. Related Contact: Enter the contact name.
      3. Related Organization: Enter the organization name.
      4. Amount: Enter the payment amount.
      5. Status: Select the payment status.
      6. Mode: Select the mode of payment.
      7. Assigned To: Select the user the payment is assigned to.
      8. Subscription: Select the subscription record.
      9. Description: Enter the payment description
    2. Click Save.

    Automating Payment Emails

    You can configure multiple payment gateways and automate emails (by creating email workflows) by inserting the payment link for a payment gateway from the list of gateways configured in the Payments module. This will add the selected payment gateway to the email body.

    On triggering the workflow, an email will be sent along with the selected payment gateway link.

    Follow the steps below to automate payment emails:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Click Settings.
    4. Click Workflows under the Automation section.
    5. Click Add Workflow.
    6. Enter the Workflow details.
      1. Basic Information: 
        1. Add workflow name.
        2. Select the target module as Payments.
      2. Workflow Trigger: Enter the trigger situations.
      3. Add Entry Criteria: Enter the conditions.
    7. Click Add Action.
    8. Select the Send Email action.
    9. Enter the email body.
    10. Click Insert Links.
     
    1. Click Insert payment link. The payment gateways list opens.
     
    1. Select the payment gateway.
    2. Click Save to save the email action.​​​​​​
    3. Click Save to save the workflow.

    Relationship between Payments and Invoices

    Vtiger CRM provides a default many-to-many relationship between Payments and Invoices. The following functionalities are restricted for the Payments module:

    • Duplicate Management from Layout Editor.
    • Duplicate Check step in the Import operation.
    • Merge and Find Duplicates options from the List View.



     




    Note: To automatically update the invoice and payment status, the customer needs to copy the silent URL from Vtiger CRM and paste it into the authorized accounts settings page. Once this is done, the payment and invoice will get automatically updated once they have made the payment.

    Create a payment record for multiple invoices

    You can relate many invoices to a payment record. Follow these steps to create a payment for multiple invoices:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Select Payments under the Inventory app.
    4. Click the arrow next to +Add Payment.
    5. Select a Payment for Customer from the drop-down.
    6. Enter the total amount to be received.
    7. Keep the Related To invoice field empty and fill in the other details.
    8. Click Save.

    To link Invoices, change the Payment Status to Received.

    Consider the following example. You need to receive $100,000 from the XYZ company via multiple invoices.

    1. Create a payment record for XYZ company totaling $100,000.
    2. Change Payment Status to Received.
    3. Go to the Invoices tab and click on the Select Invoice button.
      1. Note: To see the Select Invoice button, enable Allow record linking for closed records from the Layout Editor.
    4. You can see the related Invoices whose currency matches the Payment currency.
    5. Select the desired invoices.
    6. Enter the amount to credit.
    7. Example,
      1. Invoice 1: Total = $ 75,000, Applied amount = $ 50,000.
      2. Invoice 2: Total = $ 25,000, Applied amount = $ 25,000.
    8. Click Apply Payment.

    The amount applied is deducted from Available Credits, and the invoice balances are calculated accordingly.

    • In the example above, Available credits: 100000 - 75000 = 25000; total applied amount: 75000.
    • The Invoice 1 balance becomes 25000.

    You can see the Invoice Status and the Applied Amount in the related Invoices tab. Unlinking an Invoice calculates the balance and updates the Invoice record. You can also create a Detail Report on the Applied Amount.
    Note: Ensure that the Payment currency and Invoice currency are the same.

    Limitation

    You cannot edit a Payment linked to an Invoice.

    Tracking Payments

    With Vtiger CRM, you can never lose track of your payments. You will have a record of all payments you owe your suppliers, or that your customers owe you. Below are the ways you can track your payments.

    Tracking incoming payments

    Vtiger CRM supports two methods for accepting payments from your customers. You can either initiate the payment after obtaining the customer's banking information or send the customer the payment link directly.  However, in both cases, payments are processed securely through popular online payment gateways such as Authorize. net.

    Payment initiated by the merchant 

    If you are the merchant, you can initiate the payment provided you have the customer's credit card or bank account details.
    Follow these steps to initialize the payment:

    1. Log in to the CRM.
    2. Click the main Menu.
    3. Go to the Inventory tab.
    4. Select the Payments module. The List View opens.
    5. Open any pending payment record.
    6. Select Pay Now.
    7. Select the gateway you want to use to process the payment.
    8. Enter the customer’s credit card details. You will be redirected to the gateway where the payment will be completed.
    You will be redirected back to the payment record. As a result, the following fields in your payment record in Vtiger CRM will be updated automatically:
    • Status: Updates to Received (Invoice)
    • Date received: Updates about the payment received date and the current date

    Payment initiated by the customer

    You can send your customers a payment link so they can pay.
    Follow these steps to initiate the payment by the customer:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Select Payments under the Inventory app.
    4. Open any pending payment record.
    5. Click More.
    6. Select the Send Link option.
    7. Select the gateway you want to use to process the payment. A compose email window will open with the payment link embedded.
    8. Enter the recipient’s details.
    9. Click Send.

    When your customers click on the payment link, they will be sent to the secure online payment gateway. Here, they can provide their credit card or bank account details and successfully complete the payment process.

    As a result, the following fields in your payment record in Vtiger CRM will be updated automatically:

    • Status: Updates to Received (Invoice)
    • Date received: Updates about the payment received date and the current date

    Tracking outgoing payments

    When goods are procured from your suppliers, you can easily create a Purchase Order record and link it to the payment record. By doing this, you can track the amounts paid or owed to your suppliers. Once the payment is complete, you can update the payment record, which will automatically update the purchase order.

    Follow these steps to track outgoing payments:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Select Payments under the Inventory app.
    4. Click +Add Payment.
    5. Click the arrow in the Related To field.
    6. Select Purchase Orders from the dropdown.
    7. Select a PO record from the list of all available records either by typing the PO name or by clicking the PO icon. 
    8. Fill in the other mandatory details.
    9. Click Save to create the payment record.
      1. Click Save and Continue to enter other details.

    This newly created payment record will be linked to the PO.

    Tracking payments in other modules

    From Invoices

    These particular fields get updated in an invoice record whenever a payment has been successfully completed:

    • Received: This field gets automatically updated to the amount that has been paid.
    • Grand Total: The amount you received from the payment process is deducted from the grand total field.
    • Balance: The remaining amount that the customer owes you is displayed in this field.

    Follow these steps to track payments from the invoice record:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Go to the Inventory tab.
    4. Select the Invoices module. The List View opens.
    5. Open the Invoice record of your choice. The Summary View opens.
    6. Click the Payments widget to see the list of all payments made and create new ones.
    7. Click the Details tab.
    8. Check the Received and Balance fields to see the payment status.
    Note:
    • You can link multiple payment records to a single invoice record.
    • You cannot edit a payment linked to an invoice.

    From Purchase Orders

    A purchase order can have multiple payment records attached to it. These particular fields get updated in the PO record whenever a payment has been successfully completed:

    • Paid: When the payment status is set to Paid, this field is automatically updated to the amount paid.
    • Grand Total: The amount you paid during the payment process is deducted from the grand total field.
    • Balance: The remaining amount that you owe the supplier is displayed in this field.

    Follow these steps to track payments from the PO record:

    1. Log in to the CRM.
    2. Go to the main Menu.
    3. Go to the Inventory tab.
    4. Select the Purchase Orders module.
    5. Open the purchase order of your choice.
    6. Click the Payments widget in the summary view to see the list of all payments made and create new ones.
    7. Check the Paid and Balance fields to see the payment status.

    From Bills 

    You can create multiple payments to settle a bill record. These fields are updated in the bill record whenever a payment is successfully completed.

    • Paid: When the payment status is set to Paid, this field is automatically updated to the amount paid.
    • Grand Total: The amount you paid during the payment process is deducted from the grand total field.
    • Balance: The remaining amount that you owe the supplier is displayed in this field.

    Follow these steps to track payments from the bill record:

    1. Log in to the CRM.
    2. Click the main Menu.
    3. Go to the Inventory tab.
    4. Select the Bills module.
    5. Open the bill of your choice.
    6. Click the Payments widget in the summary view to see the list of all payments made and create new ones.
    7. Check the Paid and Balance fields to see the payment status.

    From Credit Notes 

    You can create multiple refunds on a credit note; thus, creating multiple payments on a single credit note is accepted. These particular fields get updated in a credit note whenever a payment has been successfully completed:

    • Refund: When the payment status is set to Refunded, this field is automatically updated to the amount refunded.
    • Available Credits: The amount that you have paid through the payment process is deducted from the credit amount field, and the remaining credits to be claimed are displayed here.

    Follow these steps to track payments from a credit note:

    1. Log in to the CRM.
    2. Click the main Menu.
    3. Go to the Inventory tab.
    4. Select the Credit Notes module.
    5. Open the credit note of your choice.
    6. Click the Payments widget in the summary view to see the list of all payments made, and also create new ones.
    7. Check the Refund and Available Credits fields to know the status of the payment.

    Setting Up Autopay Configuration

    Autopay Configuration refers to the process of setting up automated recurring payments in the Subscriptions module. It enables businesses to manage scheduled transactions by defining actions for payment success, failure, and retries.

    Follow these steps to set up the Autoplay Settings:

    1. Log in to your CRM.
    2. Click the User Menu icon in the top-right corner of the screen.
    3. Click Settings. The Settings page opens.
    4. Go to Inventory > Payments & Subscriptions. The Payment Gateway page opens.
    5. Click Autopay Configuration. The Autopay Configuration page opens. 
    6. Enter or select the following information to Configure Autopay settings:
      1. Payment Success
      2. Payment Failure
      3. Payment Retry Attempts
      4. Failure Attempts

    Actions in Autopay

    When autopay is enabled, you can define actions for payment success or failure.

    1. Hover over an action under Payment Success or Payment Failure.
    2. Click Edit. The Edit Notification page opens.
    3. Enter or select the following information in the Edit Notification page:
      1. Title: A name or label for the autopay rule. 
      2. Active: Enable or disable the action by clicking the checkbox. 
      3. Operation: Select the operation to perform when the action occurs. 
      4. Send Email: Sends an automated email notification to inform the customer about their payment status.
      5. Do Nothing: No action is triggered when the payment succeeds or fails. 
    4. Click Save.

    Retry Rules in Autopay

    When a payment fails, retry rules enable the system to automatically attempt the transaction again before suspending the subscription. 

    For example, if a customer is subscribed to your service and their scheduled payment fails due to insufficient funds, Vtiger CRM will retry the payment according to the configured retry rules rather than immediately suspending the subscription. 

    If the retry limit is set to 3, the system will attempt 3 more times to process the payment. If all attempts fail, you can choose to either send a notification email to the customer or take no action. Furthermore, if the option to suspend subscription after all failed attempts is enabled, the subscription will be suspended. In this case, the user will receive a message stating Sorry! Attempt to access the restricted file, based on the selected title option (either No Action or Send Email).

    Follow these steps to Configure Payment Retry Attempts:

    1. Payment Retry Attempts: 
      1. Retry Limit: Set the maximum number of retry attempts allowed for a failed payment (ranging from 0 to 3).
    2. Failure Attempts:
      1. Active: Enable the Suspend Subscription after all failed attempts checkbox to automatically suspend the subscription if all retry attempts fail.
      2. Title: Choose whether to send an email notification to the customer or take no action after all retries fail from the drop-down.
      3. Template: If the retry limit is exceeded, the customer will receive an email with the Sorry! Attempt to access the restricted file message via email if Send Email is selected in the Title drop-down.

    Managing Payment Gateways

    Follow these steps to manage the Payment Gateway:

    1. Log in to your CRM account.
    2. Click the User Menu icon in the top-right corner of the screen.
    3. Click Settings. The Settings page opens.
    4. Go to Inventory > Payments & Subscriptions. The Payment Gateway page opens.
    5. Hover over the payment gateway record to perform the following actions:
      1. Edit: Click to edit the Payment Gateway record details.
      2. Delete: Click to delete the payment Gateway record. 

    Actions Possible on a Payment Record

    You can perform the following actions on the payment:
    • Exporting a Payment record
    • Printing a Payment record
    • Changing the template of a Payment record

    Exporting a Payment Record

    Follow these steps to export a payment record
    1. Log in to the CRM.
    2. Click the main Menu. 
    3. Go to the Inventory tab.
    4. Select the Payments module. The List View opens.
    5. Select the records and click Export.
    6. Select any one of the following options:
      1. Export Selected Records - This option exports only the selected records.
      2. Export data on the current page - This option exports the records on the current page.
      3. Export all data - This option exports all data across all pages of the payments module.

    Printing a Payment Record

    Follow these steps to print a payment:
    1. Log in to the CRM.
    2. Click the main Menu. 
    3. Go to the Inventory tab.
    4. Select the Payments module.
    5. Open any payment record.
    6. Click More.
    7. Click Print to print the payment record.
    8. You can perform any of the following options:
      1. Edit & Export - You can edit and export the payments to your local system.
      2. Email with PDF - You can email the payment record as a PDF to the contact.
      3. Print - You can print the payments and keep a hard copy.
      4. Save as PDF - You can save the payments as a PDF on your local system.

    Changing the Template of a Payment Record

    Follow these steps to change the template of a payment:
    1. Log in to the CRM.
    2. Go to the main Menu. 
    3. Go to the Inventory tab.
    4. Select the Payments module.
    5. Open any payment record.
    6. Click More.
    7. Click Print to print the payment record.
    8. Select any template from the list of available templates.
    9. You can perform any of the following actions to view the applied template on the payment record.
      1. Edit & Export - You can edit and export payments to your local system.
      2. Email with PDF - You can email the payment record as a PDF to the contact.
      3. Print - You can print the payments and keep a hard copy.
      4. Save as PDF - You can save the payments as a PDF on your local system.  

    Viewing Payment Records

    List View

    List View sorts and lists all payments by last modified by default.

    Columns in List View 

    The columns that are visible by default in the List View are :
    • Payment No - Displays the payment record number.
    • Related To - Displays the module to which the payment record is related.
    • Amount - Displays the total amount of the payment record.
    • Status - Displays the payment record's status.
    • Mode - Displays the payment method used.
    • Modified Time - Displays the time at which the payment record was modified.

    List actions

    You can perform quick actions, such as Delete, Export, and Follow, on payment records in the List View.
    To learn more about List View actions in Vtiger CRM, click here. 

    Summary View

    Summary View is the view that appears when you click a particular record from the List View. The Summary View displays all the key information for the record. The Summary View can be divided into four sections. Each section has a particular functionality.
    • Summary View actions
      • Follow: You can follow a payment record to receive updates on all activities performed on it.
      • Tags: You can add tag names to a record to easily identify it.
      • Print: You can print payment details or save them as a PDF file for future reference.
      • Duplicate: You can duplicate the current record to create a new one with all the details.
      • Delete: You can delete a record.
    • Activity
      • This section lists all the activities performed on that particular record. You can click Filters to display additional information in this section.
    • More
      • When you click on the More icon on the top right-hand corner of the Summary View, you will see the following:
      • Add or Create - You can add or create other modules related to the payment record.
      • Send Link - You can send the link from your payment record to the customer. 
      • Pay Now - You can enter the credit card or bank details manually and make the payment.
    • Widgets
      • Analytics - You can view all payment metrics in charts, mini-lists, and other formats. You can also create new ones here.
      • Sales Ops - You can view the Invoices, Bills, Purchase Orders (PO), and Credit Notes related to the payment record.

    Grid View

    Grid View is a table-like layout that shows data in rows and columns, similar to a spreadsheet. It lets you view and edit multiple records at once on the same page. You can edit specific field details in a record, just like editing a cell in a spreadsheet. The view resembles the List View but also allows additional actions, such as editing, rearranging columns, and bulk updates.

    References

    • Purchase Order
    • Invoices
    • Credit Notes
    • Bills
    • Vendors
    • Tax management
    • Price books
    • Print templates
    Related articles
    Managing your Vtiger CRM Subscriptions & Billing Configuration - Storage Guard March 2021 Creating and Managing Invoices Xero Integration
    Home Privacy Policy Terms of Service Security Center Policy & Legal Center Contact Us
    © Copyright 2025 Vtiger. All rights reserved.
    Powered by Vtiger
    Facebook Twitter Linkedin Youtube