Working with Payments

Track payments made by customers and allocate them against specific invoices. If you prefer to track payments outside of the platform in an existing accounts package, then the payments module should be disabled.

Adding a New Payment

1. View the customer or invoice that the payment should be attached to
   • For a specific invoice: Use Add Payment for Invoice in the left menu
   • For multiple invoices: Select Payment in the Actions menu from the customer’s page
2. Add the payment details
   • To display on an existing bill, select the invoice and recreate it after
   • Payment integrations may offer automatic collection options
3. Press “Save” to confirm the payment
4. Adjust allocation if needed using “Alter Payment Allocation”

Payment Details

Payment References

• Our Reference: Internal use only, not shown to customers
• Customer’s Reference: Displayed on bills alongside payment acknowledgement

Payment Amount

The total payment made, split across multiple invoices if needed. Enter negative amounts for refunds or rebates.

Payment Method

Select the payment method used. “Customer Default” uses the method set on the customer’s account.

Statement Details

Payments normally appear on the next bill. Override this to show payments on specific invoices.

Managing Payments

Editing a Payment

1. Click “Edit” when viewing a payment
2. Make necessary changes
3. Save and reallocate if the amount changed
4. Recreate affected invoices if needed

Deleting a Payment

Only delete incorrectly entered payments. Failed payments should be reversed instead.

1. Click Actions menu > Delete
2. Adjust later payment allocations if needed
3. Recreate affected bill PDFs

Reversing Failed Payments

For payments that fail after entry (e.g., insufficient funds):

1. View the payment
2. Click “Reverse Payment” in the Actions menu

• If this payment has been collected through a third party integration, use the Expert Mode menu.

3. The payment remains visible but doesn’t reduce the balance

Note: Payment integrations usually handle this automatically.

Reinstating Payments

If a failed payment later succeeds:

1. View the reversed payment
2. Click “Reinstate Payment” in the Actions menu

• If this payment has been collected through a third party integration, use the Expert Mode menu.

Note: Payment integrations usually handle this automatically.

Payment Allocation

The platform automatically allocates payments to unpaid invoices, first looking for invoice(s) which match the payment amount, then oldest-first if no combination of invoices matches the payment total. To manually reallocate:

1. View the payment
2. Click “Manually Allocate Payment” in the Actions menu
3. Adjust amounts against each invoice
4. Click “Allocate Payments”

A warning appears if allocated amounts don’t match the payment total.