Overview of Payment Workflow

Managing vendor payments with clarity and control is key to running a smooth finance operation. This guide walks you through the complete payment journey on Mysa — from reviewed bills to final transaction status — with actionable steps and smart nudges to help your finance team stay efficient and error-free.

Bill Status and their corresponding Payment status

Here’s a table mapping each Bill Status to its corresponding Payment Status from the flow shown in the image:

When is the Bill Partially Paid?

A bill is marked as Partially Paid when a portion of the total amount has been successfully paid. It will continue to remain in this status until the full bill amount is successfully settled.
Even when the payment against this is initiated, a bill in a 'Partially Paid' status will continue to remain in 'Partially Paid' status.

What happens when a payment is rejected?

When a payment is rejected, it will appear under the Rejected tab. The corresponding bill linked to this payment will automatically revert to the Ready to Pay status, indicating that a new payment attempt can be initiated.

Creating Payments

There are two types of payments:

• Bill-linked Payments: Created against a reviewed bill.

• Direct Created without a bill

Creating Payments against a reviewed Bill

1. Ready to Pay Tab

• Go to the Payments – Navigate to the ‘Ready to Pay’ Tab tab from the main dashboard.

• Select the Bill(s) – Choose one or more bills from the list.

• Click ‘Create Pay’ – Begin the payment process by clicking the button.

• Review Payment Details – Verify amount, select payment method, source account, and payment date

• Create Payment – Click Create Pay to initiate the payment.

  

2. Create & Review Payment File

The user has significant control when creating a payment. They can set a pay-by date, choose the source account, group payments by bill or vendor, update vendor bank details, and assign authorisers.
To learn more about creating payments, click here.

3. In Auth Tab

Only Admins can authorize payments in this stage.

To Authorize a Payment:

1. Click the payment → Click Authorize

2. Enter Transaction Password

3. Enter OTP sent to your registered mobile number

4. On success → Payment status changes to Processing

Learn more about Authorising Payments here

Payments cannot be authorized if the vendor’s bank account is in a cool-off, inactive, or error state. A modal will prompt the user to resolve these issues first.

Reject Payment

Both Admins and Finance Controllers can reject a payment from the In Auth stage.

When a payment is rejected:

• It appears in the Rejected tab.

• The associated bill returns to the Ready to Pay tab.

• A new payment can then be created for the same bill if needed.

4. Processing

Once a payment is authorized, it enters the Processing stage

• Duration: Typically takes a few minutes, but may take longer based on the bank and payment method (IMPS/RTGS).

• Moves to Success once the bank confirms the transfer.

• Moves to Failed if the payment fails

• The Payment once processed irrespective of its outcome, will be available in All Transactions

5. Failed Payments

Payments can fail due to:

• Invalid or inactive vendor bank account

• Technical issues at the bank's end

• Incorrect IFSC code

• Network/server error

• Vendor bank account under verification or cool-off

What to do:

• Review the error message

• Correct the bank details if needed

• Retry the payment from the failed tab

6. Success

A payment is marked Success once the bank confirms the amount has been successfully credited to the vendor’s account.

Raise a Dispute

If a payment marked Success has issues:

1. Go to All Transactions

2. Open the side view for the payment

3. Click on “Have issues with this transaction? Raise a dispute”

This creates a support ticket, and the Mysa support team will handle it end-to-end.

Direct/Advance Payments

Admins or Finance Controllers can create Direct Payments that do not require a linked bill. These go directly to In Auth and follow the same flow as bill-linked payments.

ERP Sync

• Payments are synced to your ERP only after they reach Success status.

• Mysa supports separate syncing of bills and payments to maintain accurate reconciliation.

Payment Statuses Explained

Payment Methods

Mysa offers two modes of payment to give users flexibility and control based on their priorities:

1. Fast (IMPS and RTGS): Ideal for quick settlements.

   • Payments above ₹5L are automatically routed through RTGS.

2. Cost-Effective (NEFT and Inter Transfer): Optimized for lower charges.

   • Note: NEFT is unavailable between 7 PM and 12 PM the next day.

Users can select the desired mode while reviewing the payment file, based on urgency, amount, and cost preferences.