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Record a payment

To record money a customer has paid, start from the invoice it pays. One receipt can also pay several of the same customer’s invoices at once — see Payments.

Before you start

Section titled “Before you start”

You need Invoice View and Edit on the invoice; a role set to Own records only can record money against its own invoices, but only a role with All records access can use credit already on the account. Have the amount, the date the money arrived and a bank or cheque reference to hand. A voided invoice cannot take money.

Steps

Section titled “Steps”
The Record receipt dialog in order: enter the payment, tick other invoices if the money pays them too, tick a credit note if one is available, then save. Cash received creates a receipt numbered RCT-; credit alone creates none; money beyond the ticked invoices stays on the account as unapplied.Record receiptopens with thisinvoice and itsoutstanding amountEnter thepaymentamount, method, date,referencePaying otherinvoices too?Tick themunder Open invoicesAvailablecredits?Tick a creditnoteused before the cashSave receiptCredit onlyno receipt, no numberReceipt RCT-…each ticked invoicerecalculatedMoney left overstays on the accountas unappliedyesnoyesnono cashcash receivedmore thanticked
  1. Open the invoice and select Record payment, in the ··· menu or on the Payments card. The Record receipt dialog opens, with this invoice already chosen and its outstanding amount filled in.
  2. Adjust the Amount received if it is not a full payment, choose a Method, check the Date, and type a Reference.
  3. If the invoice is in a foreign currency, also fill in the amount that actually arrived in your main currency.
  4. To pay more than this one invoice, open Open invoices below the form: tick the account’s other unpaid invoices in the same currency, and adjust an amount if one should not take the full split.
  5. If the account has Available credits, an issued credit note with a balance left, tick it to use it before the cash. If it has an earlier receipt with unapplied money instead, select its own Apply — it applies straight away, in its own dialog, rather than joining this receipt.
  6. Select Save receipt.

What happens next

Section titled “What happens next”

Every invoice you ticked is recalculated: Paid grows, Outstanding and Balance due shrink, and the status moves to Partial Paid or Paid. The receipt is saved with its own number (starting RCT-) and appears as a Receipt link on each payment row it created. If you only used credit and no cash, no receipt or number is created at all — the credit is simply applied.

Rules to know

Section titled “Rules to know”
  • A zero or negative amount is refused, and so is one finer than the currency’s own minor units — a fraction of a cent, for example. To pay money back, use Refund on a credit note or Refund unapplied on a receipt — see Credit notes.
  • Receiving more than the invoices you ticked need is not refused. The extra stays on the account as unapplied money, which you can apply to a later invoice from this same dialog, or refund.
  • A payment cannot be dated in the future, and a recorded one cannot be edited — remove it and record it again.
Section titled “Related”