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Payments

When a customer pays you, record the money as a receipt. One receipt can pay one invoice, part of one, or several of the same customer’s invoices at once. There is no Payments entry in the sidebar: you record and find payments on the invoice, on the account, or from the invoices list.

How it works

Section titled “How it works”
  • On an invoice, select Record payment in the ··· menu or on the Payments tab. The payment is saved as a receipt with its own number, starting RCT-, and shows as a row on the invoice’s Payments tab.
  • For several invoices, tick them in the invoices list and select Record receipt, or start from the invoice and tick more under Open invoices. The receipt adds a payment row to each invoice it pays.
  • On the account, the Receipts tab lists every receipt and refund for that customer.

Each invoice then updates its figures: Paid grows, Balance due shrinks, and the status moves to Partial Paid or Paid. Money a receipt does not use stays on the account as unapplied money, for a later invoice or a refund.

The two statuses of a receipt and a refund: a saved receipt is Active until it is voided, which takes its payments off the invoices; a recorded refund is Completed until it is voided, which returns the amount to where it came from.Save receiptnumber RCT-Activeits payments countVoidedpayments taken offRecord refundnumber RF-Completedmoney paid backVoidedamount returns toits sourceVoidreceiptVoidrefund

A receipt or refund recorded in error is voided, not deleted, so its number stays on the record.

Terms

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  • Receipt — one record of money received, which can pay several of an account’s invoices.
  • Paid — the sum of the payments recorded against one invoice.
  • Outstanding / Balance due — what is still to collect on an invoice, after payments and credit.
  • Unapplied money — the part of a receipt not used on any invoice, kept as credit on the account.
  • Refund — money paid back to the customer, from unapplied money or a credit note’s remaining credit.

Common misunderstandings

Section titled “Common misunderstandings”
  • A credit note is not a payment. It lowers what is owed without money arriving, and Paid does not change.
  • A receipt is not tied to one invoice — the same receipt can appear on several.
  • Money left over on a receipt does not disappear. It stays on the account until you apply or refund it.
  • A recorded payment cannot be edited. Remove it and record it again.

Where to find it

Section titled “Where to find it”

On the invoice: Grand total, Paid and Balance due at the top, and the Payments tab with its Receipt links. On the account: the Receipts tab. On the invoices list: tick boxes for one receipt across several invoices.

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