Bills & Payments

Overview

The Bills & Payments module allows agents to collect payments on behalf of rate payers. Unlike Bill Distribution (which is about delivering bills), this module handles the actual payment collection — full or partial — with OTP verification before every transaction.

Navigate to: Home → Bills & Payments button

Bills & Payments List

List Features

Element	Description
Search bar	Search by rate payer phone number (e.g. `+233 599927527`)
All / Unpaid / Paid / Other tabs	Filter bills by payment status with count badges
Bill card	Shows bill details, payment status, and action buttons

Payment Status Filter Tabs

Tab	Meaning
All	Every bill assigned to this agent
Unpaid	Bills with no payment made yet
Paid	Bills fully paid
Other	Bills in other states (e.g. overdue, partially paid)

Bill Card

Each card shows:

Field	Description
Status icon	Red (!) for overdue, orange (⏱) for partially paid
Property Rate title	Property reference description
Bill No	Unique bill number (shown in blue below title)
Status badge	`OVERDUE`, `PARTIALLY PAID`, `PAID`, `UNPAID`
Property ID	Unique property identifier
Rate Payer	Name and phone number
Address	Property address with digital address
Issued / Due	Issue date and payment due date
Bill Amount	Total bill amount
Outstanding	Remaining unpaid balance in red

Bill Status Badges

Badge	Colour	Meaning
`OVERDUE`	Red	Past due date with unpaid balance
`PARTIALLY PAID`	Orange	Some payments made but balance remains
`PAID`	Green	Bill fully settled
`UNPAID`	Grey	No payment made yet

Action Buttons Per Bill

Payment State	Buttons Available
No payment made yet	Payment History, Pay GHS X.XX
At least one payment made	Payment History, Receipt, Pay GHS X.XX

!!! info "Receipt Button Appears After First Payment" The Receipt button only appears once at least one payment has been recorded against a bill. For bills with no payments, only Payment History and Pay are shown.

Payment History

Tapping Payment History opens a bottom sheet showing all individual payments made against that bill.

Payment History

Summary Bar

At the top of the Payment History sheet:

Field	Description
Bill Amount	Total bill value
Total Paid	Sum of all payments made (green)
Outstanding	Remaining balance (red)

Individual Payment Entry

Each payment in the list shows:

Field	Description
✅ icon	Green checkmark confirms successful payment
Date & time	When the payment was made
Amount	Payment amount in green
Success tag	Confirms payment status
Ref No	Unique payment reference number
Method	Payment method (e.g. `Card`, `Momo`)
Source	Origin of payment (e.g. `RatePayerApps`)
Print Receipt button	Generates a receipt for this individual payment only

!!! info "Individual vs Summary Receipt" Print Receipt in Payment History generates a receipt for that single payment only. The Receipt button on the bill card generates a combined summary receipt covering all payments made against that bill. Both are available for printing or PDF export.

Receipt Preview (Individual Payment)

Tapping Print Receipt in Payment History opens the Receipt Preview.

Receipt Preview

The Official Payment Receipt contains:

Header: - Municipal council name, address, phone - INDIVIDUAL PAYMENT RECEIPT label - Payment Verified and PAID status

Receipt Details: | Field | Description | |---|---| | Receipt Number | Unique receipt reference | | Payment Date | Date of this payment | | Bill Number | Associated bill number | | Bill Year | Year the bill covers |

Received From: | Field | Description | |---|---| | Ratepayer | Full name | | Ratepayer ID | e.g. RP-2026-72 | | Phone | Contact number | | Email | Email address | | Ownership | Property ownership type |

Property Information: | Field | Description | |---|---| | Property ID | Unique property ID | | Digital Address | Ghana Post address | | Property Address | Physical address | | MMDA | Municipal district | | Region | Region | | Zone | Zone number |

Payment Details: | Field | Description | |---|---| | Description | e.g. Property Rate for property# XXXXXX | | Payment Method | e.g. CARD | | Amount in Words | Written out (e.g. One Thousand, Two Hundred Ghana Cedis) | | Confirmation | "This receipt confirms that GHS X,XXX.XX was received against bill number XXXX" |

Verification: - Electronically Generated Receipt notice - Payment Status: Payment Completed - Verification Code (unique hash) - QR Code — scan to verify the receipt publicly online

Actions: | Button | Action | |---|---| | Print | Sends to connected printer | | Export PDF | Saves as PDF file |

POS Receipt (Payment)

POS Payment Receipt

Compact thermal format for POS devices (ISO C8 paper, 2 pages):

Page 1: Municipal header, PAYMENT RECEIPT title, RP-ID, Bill No, Rate Payer name, phone, property, date, ref no
Page 2: Method, Amount, Total Bill, Total Paid, Outstanding, QR code, footer

Consolidated Payment Receipt (Receipt Button on Bill Card)

The Receipt button on a bill card generates a single receipt that covers all payments ever made against that bill — not just one. This is different from the individual Print Receipt inside Payment History.

When It Appears

Bills & Payments List with Receipt Button

The Receipt button appears on the bill card only after at least one payment has been recorded. It sits between Payment History and Pay.

Consolidated Receipt Preview

The Consolidated Payment Receipt screen shows:

Header: - Consolidated Payment Receipt label - Receipt reference number (e.g. CR-20260000000000025-3) - Municipal council name, phone - CONSOLIDATED PAYMENT RECEIPT label - Payment Verified and PAID status

Receipt Details: | Field | Description | |---|---| | Receipt Number | Unique consolidated receipt reference (prefix CR-) | | Payment Date | Date this consolidated receipt was generated | | Bill Number | The bill all payments belong to | | Bill Year | Year the bill covers |

Received From: | Field | Description | |---|---| | Ratepayer | Full name | | Ratepayer ID | e.g. RP-2026-72 | | Phone | Contact number | | Email | Email address | | Ownership | Property ownership type |

Property Information: | Field | Description | |---|---| | Property ID | Unique property ID | | Digital Address | Ghana Post address | | Property Address | Physical address | | MMDA | Municipal district | | Region | Region | | Zone | Zone number |

Payment Details Table:

Lists every payment made against this bill:

Description	Payment Method
Payment against bill XXXX	CARD
Payment against bill XXXX	MOMO
Payment against bill XXXX	CARD

Amount in Words: Total of all combined payments written out (e.g. Sixteen Thousand, Two Hundred Ghana Cedis)

Confirmation:

"This receipt confirms that GHS 16,200.00 was received against bill number 20260000000000025"

Verification: - Electronically Generated Receipt notice - Payment Status: Payment Completed - Verification Code (unique hash prefixed CB-) - QR Code — scan to verify consolidated receipt online

Actions: | Button | Action | |---|---| | Print | Sends to connected printer | | Export PDF | Saves as PDF |

Consolidated POS Receipt

The POS thermal format for the consolidated receipt uses ISO C8 paper and spans 4 pages:

Page 1: Municipal header, PAYMENT RECEIPT title, RP-ID, Bill No, Rate Payer name, phone, property, PAYMENT HISTORY heading
Page 2: Individual payment entries — each with Date, Ref, Method, Amount (Payment 1, Payment 2...)
Page 3: Payment 3 details + Total Bill, Total Paid, Outstanding summary + QR code
Page 4: "Thank you for your payment. This is a system-generated receipt. Printed on: [date]. Powered by iDARMS"

Individual vs Consolidated Receipt — Key Difference

	Individual Receipt	Consolidated Receipt
Accessed from	Payment History → Print Receipt	Bill card → Receipt button
Receipt prefix	`#` (hash ref)	`CR-` (Consolidated Receipt)
Covers	One single payment	All payments on the bill
Payment details	One row in Payment Details	All payment rows listed
Amount confirmed	Single payment amount	Grand total of all payments
POS pages	2 pages	4 pages
Use case	Proof of one transaction	Full payment history summary

Pay — Payment Collection Workflow

Step 1 — Confirm Payment Dialog

Tapping the Pay GHS X.XX button opens a confirmation dialog.

Confirm Payment

Field	Description
Bill No	The bill being paid
Rate Payer	Name of the rate payer
Property	Property name/address
Due Date	Payment deadline
Amount to Pay	Full outstanding amount

"An OTP will be sent to the rate payer's registered email and phone number."

Button	Action
Send OTP	Sends OTP to rate payer and proceeds to verification
Cancel	Returns to the bill list

!!! warning "OTP is Mandatory" Every payment requires OTP verification from the rate payer. The agent cannot bypass this step. The OTP is sent to the rate payer's registered phone and email simultaneously.

Step 2 — Enter OTP

Enter OTP

After tapping Send OTP, the OTP entry dialog appears:

Field	Description
Phone Number	Pre-filled with rate payer's registered number (locked)
OTP Code	6-digit code sent to the rate payer

Button	Action
Verify	Validates the OTP — proceeds if correct
Cancel	Cancels the payment process
Resend OTP	Sends a new OTP if the rate payer didn't receive it

!!! tip "OTP Delivery" The rate payer receives the OTP on both their phone and email. If not received, tap Resend OTP. The agent should ask the rate payer to check their phone and email before resending.

Step 3 — Amount Entry (After OTP Verified)

Amount Entry

After successful OTP verification, a green confirmation appears:

✅ OTP Verified! Enter the amount to pay

The payment entry form shows:

Field	Description
Bill No	Bill reference
Rate Payer	Name
Phone	Contact number
Total Outstanding	Full remaining balance
Amount to Pay	Editable field — enter partial or full amount
Full button	Auto-fills the full outstanding amount

"You can pay a partial amount. Max: GHS X,XXX.XX"

Button	Action
Confirm & Pay	Processes the payment
Cancel	Cancels without paying

!!! tip "Partial Payment" The agent can enter any amount up to the outstanding balance. Tap Full to auto-fill the complete outstanding amount. Partial payments reduce the outstanding balance and are recorded individually in Payment History.

Step 4 — Payment Successful

Payment Successful

On successful payment, a popup appears:

✅ Payment Successful! Ref: [unique reference number]

Tap Done to dismiss and return to the bill list.

The bill card updates immediately: - Outstanding balance decreases by the paid amount - If fully paid: badge changes to PAID - If partially paid: badge remains PARTIALLY PAID - Receipt button now appears on the bill card

Complete Payment Workflow

Bills & Payments List
        ↓
Select bill → tap Pay GHS X.XX
        ↓
Confirm Payment dialog → tap Send OTP
        ↓
OTP sent to rate payer's phone + email
        ↓
Rate payer provides OTP → agent enters it → tap Verify
        ↓
OTP Verified ✅ → Enter Amount to Pay
        ↓
Enter partial or full amount → tap Confirm & Pay
        ↓
Payment Successful ✅ → Ref number shown
        ↓
Bill card updates → Receipt button appears

Bill Distribution vs Bills & Payments

Feature	Bill Distribution	Bills & Payments
Purpose	Deliver/print bills	Collect payments
Print formats	Regular Bill, POS Receipt	Payment Receipt, POS Receipt
OTP required	❌ No	✅ Yes — before every payment
Mark action	Mark Distributed	Confirm & Pay
History	❌ No payment history	✅ Full payment history per bill
Partial payment	❌ Not applicable	✅ Supported

Test Suggestions

!!! tip "Filter Tab Test" Check each tab (Unpaid, Paid, Other) and verify bills are correctly categorised. Verify counts on each tab match the visible cards.

!!! tip "Overdue Badge Test" Find a bill past its due date with unpaid balance. Verify it shows the red OVERDUE badge and red outstanding amount.

!!! tip "OTP Flow Test" Tap Pay on a bill. Verify the Confirm Payment dialog shows correct rate payer name, property, and amount. Tap Send OTP and verify the OTP entry dialog appears with the rate payer's phone pre-filled.

!!! tip "Partial Payment Test" Enter an amount less than the outstanding balance. Verify payment succeeds. Check Payment History and confirm a new entry appears with the exact amount paid. Verify outstanding balance on the bill card decreased correctly.

!!! tip "Full Payment Button Test" In the amount entry dialog, tap Full. Verify the amount field auto-fills with the exact outstanding balance.

!!! tip "Receipt Appearance Test" Before any payment: verify the Receipt button does NOT appear. Make one payment. Verify the Receipt button NOW appears on the bill card.

!!! tip "Individual vs Summary Receipt Test" Make 2 separate payments against the same bill. Open Payment History and tap Print Receipt on the first payment — verify it shows only that payment's amount. Go back and tap the Receipt button on the bill card — verify it shows the combined total of both payments.

!!! tip "Payment Success Counter Test" Note the outstanding amount before paying. Complete a partial payment. Tap Done. Verify the outstanding amount on the bill card reduced by the exact amount paid.

!!! tip "Consolidated Receipt Test" Make 3 separate partial payments against the same bill using different payment methods (e.g. Card, Momo, Card). Tap the Receipt button on the bill card. Verify the Consolidated Receipt shows all 3 payments listed in the Payment Details table, and the total confirmed amount equals the sum of all 3 payments.

!!! tip "Consolidated Receipt QR Test" Open a Consolidated Receipt and scan the QR code using any QR scanner. Verify it opens the public receipt verification URL and displays the correct payment details online.

!!! tip "Consolidated vs Individual Receipt Prefix Test" Open a receipt from Payment History — verify the receipt number starts with a hash reference (individual). Open the Receipt from the bill card — verify the receipt number starts with CR- (consolidated).