Functions in Payments Received

The Payments Received module includes a set of functions that help you view, manage, apply, and refund customer payments. These functions allow you to track how payments are linked to invoices or retainer invoices, handle customer advances, and issue refunds, ensuring accurate and organized payment records.

View Payments Received for Invoice

If you have already recorded payments from your customers, you can view them from the invoice. Here’s how:

• Navigate to Sales on the left sidebar.
• Select Invoices under Invoices from the top module bar.
• Select the required invoice.
• View the payments recorded for the invoice under the Payments Received tab at the top.

To edit or delete a payment applied to this invoice:

• Under the Payments Received tab, hover over the recorded payment.
• Choose to Edit or Delete the payment.

View Payments Received for Retainer Invoice

If you have already recorded payments from your customers for a retainer invoice, you can view them in the transaction. Here’s how:

• Navigate to Sales on the left sidebar.
• Select Invoices under Invoices from the top module bar.
• Select the required retainer invoice.
• View the payments recorded for the retainer invoice under the Payments Received tab at the top.

To edit or delete a payment applied to this retainer invoice:

• Under the Payments Received tab, hover over the recorded payment.
• Choose to Edit or Delete the payment.

Refund Payment

You can refund the advance that you’ve received from your customers. Here’s how:

• Navigate to Sales on the left sidebar.

• Select Payments Received under Payments from the top module bar.

• Select the customer advance to be refunded.

• In the Details page, click Refund.

• Enter the following details:

  • Refunded On – The date on which the refund is issued.
  • Reference Number – The reference number for the refund transaction.
  • Payment Mode – The method used to refund the amount.
  • From Account – The account from which the refund is issued.

• Click Save.

You can view the refund details under the Refund History tab at the top of the page.

Apply Customer Advance to Invoice

After recording a customer advance, you can apply it to their outstanding invoices. Here’s how:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Select the required customer advance.
• Click Apply to Invoice at the top of the page.
• Enter the credits to apply for each invoice.
• Click Save.

If you have applied a customer advance to invoices, you can edit or delete the recorded payment. Here’s how:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Select the customer advance applied to invoices.
• Scroll down to the Payment For section and select the invoice to which the payment is applied.
• In the Invoice Details page, click the Payments Received tab.
• Hover over the recorded payment.
• Choose to Edit or Delete the payment.

Apply Excess Payment to Invoices

After recording an invoice payment that has an excess amount, you can apply the unused amount to other invoices. Here’s how:

• Navigate to Sales on the left sidebar.
• Select Payments Received under Payments from the top module bar.
• Select the payment that has the excess amount.
• Click Edit at the top of the page.
• Enter the amount in the Amount to Apply field to apply the excess amount to the required invoices.
• Click Save.

Record Payment for an Invoice

To record payment for a particular invoice from the Invoices module:

• Go to Sales in the left sidebar.
• Select Invoices under Invoices from the top module bar.
• Open the invoice for which you want to record payment.
• Click Record Payment from the Record Payment dropdown.
• Enter the payment details.
• Click Save as Paid.

To Delete the Payment from the Invoices Module

• Go to Sales in the left sidebar.
• Select Invoices under Invoices from the top module bar.
• Open the Payments Received tab.
• Hover over the recorded payment and click the Delete icon.
• In the pop-up, choose one of the following options:
  • Dissociate & Add as Credit: Deletes the payment from this invoice, but the payment amount record will remain as credits in the Payments Received module.
  • Delete Payment: Deletes the payment record from both Invoices and Payments Received modules.