Recording Payments

When customers pay their account balance, record the payment to update their account.

Recording a Payment

Go to Customers
Find and click on the customer
Go to the Account tab
Click Record Payment
Enter the payment details:
- Amount - How much they paid
- Payment Method - Cash, card, bank transfer, cheque
- Reference - Cheque number, transaction ID, etc.
- Date - When payment was received
Click Submit

Payment Methods

| Method | When to Use | |--------|-------------| | Cash | Customer pays cash in store | | Card | Customer pays by card in store | | Bank Transfer | Customer paid via online banking | | Cheque | Customer paid by cheque |

How Payments Are Applied

Payments are automatically applied to the oldest invoices first (FIFO - First In, First Out).

Example

Customer owes:

Invoice #101: $500 (60 days old)
Invoice #102: $300 (30 days old)
Invoice #103: $200 (current)

If they pay $600:

$500 pays off Invoice #101
$100 goes toward Invoice #102
Invoice #103 unchanged

Partial Payments

Customers can pay part of their balance:

Record the payment as normal
Enter the actual amount received
The system applies it to oldest invoices

The remaining balance stays on the account.

Overpayments

If a customer pays more than they owe:

The extra becomes a credit on their account
It's automatically applied to future purchases
Or can be refunded

Payment Confirmation

After recording a payment:

Click Print Receipt for a payment receipt
Click Email Confirmation to email the customer
The account balance updates immediately

Viewing Payment History

To see all payments for a customer:

Open the customer
Go to Account tab
Filter transactions by "Payment"

Or run the Customer Payment Report for all customers.

Tips

Record payments the same day they're received for accurate account balances.

Always enter a reference (cheque #, transaction ID) for easy reconciliation later.

For large payments, verify the funds have cleared before releasing goods.