Field Promax

PO Payments

Record vendor payments against purchase orders in FieldPromax. Track each payment with its date, mode, and amount, and monitor the running balance so you always know how much you owe on every PO.

Before you start:

How to Access

Open a purchase order in edit mode and click the Payments tab. The Payments tab is available only when editing an existing PO (not when creating a new one).

Recording a Payment

  1. On the Payments tab, click the Add Payment button.
  2. A payment modal opens showing the PO summary at the top: PO #, Total Amount Due, Amount Paid (in green), and Balance Due (in orange).
  3. Select the Payment Date (required).
  4. Choose the Payment Mode from the dropdown (required): Check, Cash, Credit Card, Bank Transfer, or other available options.
  5. Enter the Amount Paid (required, minimum $0.01).
  6. Optionally, add a Payment Memo with details such as a check number, wire transfer reference, or other notes.
  7. Click Save Payment to record the payment.

Result: The payment appears in the payments table. The PO's Amount Paid and Balance Due update automatically in the totals summary. When the balance reaches zero, a PAID badge appears next to the Grand Total.

Payment History Table

The Payments tab displays a table of all recorded payments with these columns:

  • Payment Date — when the payment was made.
  • Payment Mode — the method used (Check, Cash, Credit Card, Bank Transfer, etc.).
  • Amount Paid — the dollar amount of the payment.
  • Payment Memo — any notes attached to the payment.
  • Actions — Edit and Delete buttons for each record.

The table footer shows a Total row with the sum of all payments made against the PO.

Editing or Deleting a Payment

  1. In the payments table, find the payment you want to modify.
  2. Click Edit to open the payment modal with the existing values pre-filled. Update any fields and click Update Payment.
  3. Click Delete to remove the payment record entirely.

Result: The PO's Amount Paid and Balance Due recalculate automatically after any edit or deletion.

Balance Tracking

The totals summary on the PO provides a clear picture of the financial status:

  • Grand Total — the full PO amount including line items, tax, and shipping (displayed in bold).
  • Amount Paid — the sum of all recorded payments (displayed in green).
  • Balance Due — the remaining amount owed (displayed in orange when unpaid, or green with a PAID badge when fully paid).

Retainage

If you set a Retainage % when creating the PO, a percentage of the total is withheld from the vendor until work is verified or a specified condition is met (such as passing inspection or project completion). You can pay the standard amount minus retainage first, then release the retainage as a separate payment later.

Tip: Always record the check number or transfer reference in the Payment Memo field. This makes reconciliation with your accounting software much easier down the road.

Project Integration

When a PO is linked to a project, all payments automatically roll into the project's expense tracking. You can view PO payment summaries on the project detail page under the Purchase Orders tab, which shows summary cards for Total POs, Total Value, Received Value, and Amount Paid.

Next Steps