Record and reverse payments

Card payments made in the customer portal are recorded by themselves. Cheques, bank transfers and cash you record by hand. This needs the Finance, Operations Manager or Admin role.

Record a payment on one invoice

1. Open the invoice and click Record payment.
2. Check the Amount received (the amount due by default), the Method (Cheque, Bank transfer, Cash or Other) and the Received on date.
3. Type the Cheque number or Transfer reference. It is printed on the receipt and can be searched.
4. The line under the form tells you the balance after this payment. Anything above the amount due becomes customer credit.
5. Click Record payment. The payment gets a receipt number (RCT-…). A partial payment leaves the invoice open.

In the Invoices list, the row ⋯ > Record payment does the same. Ticking several open invoices and clicking Record payment in the bar marks them all paid in full today.

One payment for several invoices

1. Open Payments and click Record payment.
2. Pick the Customer and fill Amount received, Received on, Method and Reference.
3. Applied to lists the customer's open invoices and splits the money oldest due date first. Click Edit amounts to split it yourself, or Oldest first to go back.
4. Whatever is not applied is kept as customer credit; the line under the list says how much.
5. Click Record …. One receipt number covers the whole payment; the message offers Receipt to open it.

Send a receipt

On the invoice, open the ⋯ of a payment under Payments and pick Receipt (PDF) or Email receipt (sent to the billing contact). In Payments, click the number in the Receipt column.

Reverse a wrong payment

Use this for a bounced cheque or a payment recorded on the wrong invoice.

1. On the invoice, open the payment's ⋯ and pick Reverse payment….
2. Type the Reason and click Reverse payment.

The amount is owed again and a paid invoice reopens. Credit used by the payment goes back to the customer, and an overpayment is taken back from their credit. The payment stays in the history, struck through and marked Reversed with your reason.

Find a payment

Payments lists every payment against invoices. Use the tabs All, Card, Manual and Credit, the search (invoice, customer, reference or receipt) and the received date range (All dates, with presets such as This month and Last month). Export > Export CSV downloads the filtered list. Card fees and payouts opens Card payments, where card fees and net amounts are shown.