Receiving Payments

Entering Payment Details

To process a payment from a customer, go to Customers | Accounts and find the customer account. Then click Receive Payment from the actions menu.

The Receive Payment action allows you to record a credit on the customer's account.

If a payment provider has been configured and a credit card registered for this customer, the Source of Funds list will include active credit cards.

Generally receiving a payment is a process where the customer pays the balance on an outstanding invoice. On the right of the dialogue the oldest outstanding invoices will be shown.

You may either enter the amount the customer is paying in the Payment Amount field or you may check one or more invoices to have the amount calculated automatically.

To apply a payment to specific invoices, you may uncheck "Select Automatically" and check the invoices being paid.

At this time the Outstanding Invoices to Apply Payment section is informational only. You will still need to apply a payment later to mark the invoices as paid.

Source of Funds

If you select a credit card in the Source of Funds section then this process will include charging the credit card. The transaction number and authorization code from the payment provided will be recorded with the transaction and displayed in the invoice.

Payment Amount

This is the amount of the transaction. It is always in the customer account's currency.

Transaction Reference

Use this field to record information that should be visible to the customer on the invoice. If the customer is paying an invoice you should include the invoice number here.

Create Receipt

Checking this option will post the transaction to an invoice immediately. A Receipt is a type of Invoice that contains only Payments. The document title will be "Receipt". When you check this option you will also see additional options for producing the receipt which are whether to send it to the customer and/or copy it to another e-mail address.

Calculating Outstanding Balances

In the image you can see that the operator has entered "20" as the amount and the system has selected two invoices to apply the payment against. Because the last invoice is not completely covered, the balance shows what will be left over.