Record a Payment on an Invoice

When a customer pays you, the quickest way to update your records is by applying the payment directly to the corresponding invoice. This marks the invoice as "PAID," updates your accounts receivable, and ensures your bank records are ready for reconciliation.

Step 1: Find and Open the Unpaid Invoice

• Navigate to your main list of invoices (Finance → Sales → Invoices).
• Locate the unpaid invoice you wish to mark as paid and click on it to open the "View Invoice" screen.

Step 2: Add the Payment Details

At the top of the unpaid invoice, you will see an Add Receipt button. Click it.

An "Add Receipt" pop-up window will appear. Fill in the following details:

• Date Paid: Enter the date you received the money. It defaults to today's date, but you can change it.
• Paid To: Select the bank account where the customer's payment was deposited. This is crucial for accurate bank reconciliation.
• Amount Paid: The full invoice amount is automatically filled in. You can adjust this to handle different payment scenarios.

Handling Common Payment Scenarios

Scenario A: Partial Payments

If a customer has only paid part of the invoice, simply change the Amount Paid to the amount you actually received. When you click "Add," the payment will be recorded, and the invoice will remain partially open with the remaining balance still due.

Scenario B: Overpayments

If a customer accidentally paid you more than the invoice amount, enter only the exact invoice amount to mark it as PAID. Then, refer to our user guide for instructions on recording the overpayment.

🏁 Step 3: Confirm and Verify the Payment

After filling in the details, click the Add button to record the payment.

The system will automatically update the invoice in several ways:

• The status will change from UNPAID to PAID.
• A new line will appear on the invoice showing the payment receipt details and date.
• The Balance Due will now be zero (or show the remaining balance if it was a partial payment).