Payment History

The Accounts Payable – Payment History page shows the list of payments already made to suppliers within a selected period. This is used to:

• track when and how a supplier was paid

• verify payment reference numbers (bank transfer, check, etc.)

• review the beginning balance → amount paid → ending balance after each payment

• help accounting/CSR answer “Nabayaran na ba ito?” and “Magkano na lang balance?”

Filter Section

Date Range

• Filters payments based on the Payment Date.

• Example: 2026/02/07 – 2026/02/13 will show payments recorded within Feb 7 to Feb 13.

Payment Ref No

• Search a specific payment using its reference number.

• This is usually the bank reference / check number / internal payment reference.

• Example: type UB1004265 to quickly find all payments using that reference.

Supplier

• Filters the list to show payments for one supplier only.

• Example: select Panday Metal Industrial Corporation to see only their payment history.

Search Button

• Click Search to apply your filters and refresh the list.

✅ Tip for Users: If a user is looking for “that one payment,” the fastest is Payment Ref No + Date Range.

Payment History List

This table shows each payment entry with details needed for audit and reconciliation.

Columns explained

• Ref No

  • The payment reference number (bank transfer reference / check number / receipt number).

  • Example shown: UB319312, UB1004265.

• Payment Date

  • The date the payment was recorded as paid.

  • Important: This is the basis when filtering by date range.

• Method

  • How the payment was made (e.g., Bank Transfer, Cash, Check).

  • Helps verify the correct payment channel.

• Supplier

  • The supplier who received the payment (e.g., Ablaze Marketing Inc).

• Source Account

  • Where the payment came from (example: UnionBank account with masked digits).

  • Useful for bank reconciliation.

• Beg Bal (Beginning Balance)

  • The outstanding payable amount before this payment was applied.

• Amount Paid

  • The amount paid in this transaction.

• Ending Bal (Ending Balance)

  • The remaining payable amount after the payment.

  • Example: If Beg Bal = 97,000 and Amount Paid = 97,000 → Ending Bal = 0.00

• Action

  • Shows the date/time the record was created/last updated and may include options (view/print/open) depending on your setup.

Sorting / Search box (top-right)

• You can type supplier name, reference number, or method to quickly filter the table results on-screen.

Show entries (top-left)

• Lets you show more rows per page (25, 50, 100, etc.).

How to Use (Step-by-step)

1. Go to Accounting → Accounts Payable → Payment History

2. Set the Date Range (example: this week or this month).

3. (Optional) Enter Payment Ref No if you’re searching a specific payment.

4. (Optional) Choose a Supplier if you want payments for one supplier only.

5. Click Search.

6. Review the list:

   • Check Payment Date, Method, and Source Account

   • Confirm Amount Paid

   • Verify whether Ending Balance is 0.00 (fully paid) or still has remaining balance.

Notes / Important Reminders

• Payment History reflects payments already recorded in the system.

• If payment was done outside (bank transfer) but not recorded in Clibase, it will not appear here.

• Same supplier may have multiple payment entries in one day (partial payments, multiple bills settled, or corrections).

Common Questions (FAQ)

1) Why can’t I see a payment I made today?

Common reasons:

• Date range does not include today

• Payment was not saved/posted successfully

• Payment was recorded under a different supplier or branch/company context

2) What does “Beg Bal” and “Ending Bal” mean?

• Beg Bal = balance before payment

• Ending Bal = remaining balance after payment If Ending Bal is 0.00, the payable is fully settled.

3) Why is the same Ref No showing multiple times?

Because the system records each payment entry. If you paid multiple bills or made split payments, it can create multiple rows with the same reference.

4) What should I check if the supplier says they were not paid, but it appears here?

Check:

• Payment Method

• Source Account

• Ref No

• Payment Date Then verify supporting proof (bank transfer screenshot/receipt) and confirm the supplier’s receiving account details.

5) Can this report be used for bank reconciliation?

Yes. Use Method + Source Account + Payment Date + Amount Paid to match against the bank statement.