Recording Invoices Payments
Recording a payment links the customer’s remittance to the correct invoice and updates balances in real time. Follow these steps carefully to avoid reconciliation issues.
Prerequisites
– Invoice status = Sent. (Draft or Cancelled invoices should not receive payments.)
– You know the exact amount, date, and method used (e.g., bank transfer, card, cash).
Record Payment
1. Open the Invoice
– Go to Invoices and select the invoice you’re applying the payment to.
– Confirm key details (customer, currency, total, outstanding balance).
Note
The button is disabled as the payment has not been recorded.
2. Click +Payment
– This opens the Record Payment form tied to the current invoice.
3. Fill in Payment Details
a) Amount Received:
– Enter the exact amount received.
– If it’s less than the outstanding balance, the invoice will become Partially Paid.
– If it matches the outstanding balance, the invoice will become Paid.
b) Payment Date:
– Use the actual transaction date shown on the bank statement or gateway report (important for aging and period-end reporting).
c) Payment Mode:
– Choose the method used by the customer.
d) Transaction ID / Reference:
– Enter the bank reference, gateway transaction ID, or cheque number.
– This is essential for audit trails and investigating disputes.
4. Click Save to Confirm
– The system posts the payment and links it to the invoice.
You’ll see:
a) Payment Receipt generated automatically (view/print/download PDF).
b) Payment Details updated under the invoice (amount, date, mode, reference).
Note
Pre-Conversion Requirements
Before the Convert to E-Invoice option becomes available, the system will automatically check whether all mandatory fields are completed and valid. These may include:
Customer Information: The customer’s name, billing address, and Tax Identification Number (TIN) must be accurate and verified.
Invoice Details: The invoice number, date, line items, descriptions, and tax rates must follow the proper format.
Payment Status: The invoice must be marked as Sent, and in some cases, partial or full payment may be required before conversion.
Tax Information: GST/SST (if applicable), tax amounts, and calculation methods must be correct.
If any of these conditions are missing or invalid, the Convert to E-Invoice
button will appear grayed out (disabled).