How Payments works in GwizaSuite.
Four steps that turn messy money-in into a clean running balance your accountant can sign off on every day.
Cash, bank, or mobile money. Attach the invoice or mark as advance payment.
Pick which invoice(s) it covers. Part-payments supported. Auto-allocates if the exact amount matches one invoice.
Bank and cash running balances update instantly. Daily totals by method.
Any payment can be reversed with reason and audit trail. Period-aware — closed periods cannot be touched.
Everything Payments does.
One screen, three rails. Capture the method, reference number, and sender so reconciliation works next morning.
One-to-many and many-to-one. Split a single payment across several invoices, or apply several payments to one invoice.
Money arrives before the invoice? Record it as a customer credit and apply it when the sale is issued. Never lost, never forgotten.
0–30, 31–60, 61–90, 90+ days. Live, per customer and across the book. The uncomfortable conversations surface before they get worse.
The overdue list shows itself every morning. Reminder emails go out on the schedule you set — daily, on the due date, or weekly.
Wrong amount, duplicate entry, bounced cheque? Reverse with a reason code. A compensating entry keeps the ledger history intact.
Per cash drawer, per bank account, per MoMo line. Live totals your owner can check from their phone without calling the bookkeeper.
Daily, weekly, monthly — by method, by branch, by user. Export to CSV or PDF, or send a summary email on a schedule.
Payment allocation that matches how you actually get paid.
Customers rarely pay the exact amount on an invoice. They pay round numbers. They lump three invoices into one MoMo transfer. They send 80% this week and the rest “soon”. The tools most suppliers use can’t model any of that — so the cashier makes it up, and the accountant unpicks it at month-end.
GwizaSuite’s allocation screen starts from the money in the account and lets you split it across any outstanding invoices for that customer. Drag the slider, type the split, or hit auto-allocate to match exact amounts — and watch a live preview show you which invoice becomes paid, which becomes part-paid, and exactly what’s left.
Whatever you don’t allocate doesn’t disappear. It stays on the customer as an unallocated credit, visible on their statement, ready to apply to the next invoice you issue — or refund if they ask. Nothing lost. Nothing invented. Every move audit-logged.
- Split one payment across many invoices, or combine payments
- Apply unallocated remainder as customer credit — never lost
- Live preview of every balance change before you save
- Full reversal support with reason codes + audit trail
Connects to the rest of GwizaSuite.
No module is an island. Here’s how Payments flows into and out of your other books.
When you allocate a payment → the matching invoice balance updates live and the status moves toward paid.
When cash or bank balances move → they flow straight to the balance sheet at the next close.
When a payment lands → your customer sees it in their portal with updated balances and statements.
Payments FAQ.
Next up: the books. Cash, bank, AR, AP, VAT, period close, RRA-ready exports — the accounting layer every other module feeds into.
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