Customer Payments
A customer payment is money applied to a specific invoice. Each payment lowers that invoice's balance due, so you always know how much of a bill is still outstanding. The Payments screen is the ledger of all payments received against your invoices.
Record a payment when you are settling a particular invoice - it updates that invoice's paid total and balance. Record a Receipt when you just need a printable voucher for cash or cheque received at the customer level. Many businesses use both: a receipt for the voucher, a payment to clear the invoice.
Recording a payment
- Find the invoiceOpen the invoice you are being paid for, or start a new payment and pick it.
- Enter the amount and methodHow much, and how it was paid.
- Add a reference for electronic paymentsFor card / wallet / transfer, record the transaction ID.
- SaveThe invoice's paid total and balance due update immediately.
Payment fields
| Field | Required | What to enter |
|---|---|---|
| Invoice picker | Yes | The invoice this payment is for. The balance due is shown so you can see what is left. |
| Amount amount | Yes | How much was paid. Greater than zero. You can pay a bill in several instalments. |
| Method select | Yes | The IRD payment method - Cash, Cheque, Creditor or Other. This value prints on the bill and feeds the VAT annexes. |
| Method Detail text | Conditional | A finer description - but only allowed when the method is "Other". For the standard methods, leave it blank. |
| Electronic checkbox | Optional | Tick for card, wallet or bank transfer. When ticked, a transaction ID is required. |
| Transaction ID text | Conditional | The electronic reference (4 characters or more). Required when Electronic is ticked. |
| Reference text | Optional | Any extra reference - cheque number, remark, internal note. |
| Payment Date (BS) BS date | Optional | The date paid; defaults to today. |
1. If you tick Electronic, you must give a Transaction ID.
2. Method Detail is only accepted when the method is Other -
for cash, cheque or creditor, leave it empty.
Paid total and balance due
After each payment the system shows, for that invoice:
- Total Paid
- The sum of all payments recorded against the invoice so far.
- Balance Due
- The invoice grand total minus the total paid. When it reaches zero, the invoice is fully settled (its status can show as Paid).
These same figures drive the Receivables report, so what you record here is exactly what shows as outstanding.