Record Payment

Overview

The ‘Record Payment’ action allows you to manually record payments or refunds for invoices. This feature is useful for various scenarios including handling complex payment situations.

How to Record a Payment

Step 1: Navigate to the Invoice

1. Go to Financials in the sidebar
2. Navigate to the Transactions section
3. Select the invoice you want to record a payment for

Step 2: Use the ‘Record Payment’ Action

1. On the invoice’s detail page, locate the Actions dropdown button
2. Click “Record Payment” from the dropdown menu

Step 3: Enter Payment Details

The “Record Payment” modal will open with the following fields:

1. Amount: Enter the payment amount in the ‘Amount’ field
2. Memo: This is a field where you can add information about the payment. You can record:
   • Payment method (check number, wire transfer, etc.)
   • Reference numbers
   • Additional notes about the payment
3. Paid Date: Enter the date the payment was received

Step 4: Save the Payment

1. Verify the entered details
2. Click the “Record Payment” button within the modal to save the entry

Special Use Case: Payments for Multiple Invoices

As a special use case, you can use the Record Payment feature when a single check covers multiple invoices or when the payment amount doesn’t match any single invoice exactly.

How to Handle Multiple Invoice Payments

When you receive a single check that covers multiple invoices, you should:

1. Record a payment for each invoice you want to mark as paid
2. Use the memo field to document that all payments were from the same check

Step-by-Step Process

1. Identify all invoices covered by the check
2. Start with the first invoice:
   • Navigate to Financials → Transactions
   • Select the first invoice
   • Click Actions → “Record Payment”
   • Enter the portion of the check amount that applies to THIS specific invoice
   • In the memo field, include the check number and note it’s part of a multi-invoice payment
   • Click “Record Payment” to save
3. Move to the next invoice:
   • Go back to Financials → Transactions
   • Select the second invoice
   • Click Actions → “Record Payment”
   • Enter the portion of the check amount that applies to THIS specific invoice
   • Use the same memo format
   • Click “Record Payment” to save
4. Continue for each remaining invoice until all invoices are marked as paid

Example

If Check #3231 for $1000 covers three invoices ($200, $400, $400):

• Invoice #101: Record $200 payment with memo “200 applied of 1000 check #3231, remainder credited to invoices #101, #012, #104”
• Invoice #012: Record $400 payment with memo “200 applied of 1000 check #3231, remainder credited to invoices #101, #012, #104”
• Invoice #104: Record $400 payment with memo “200 applied of 1000 check #3231, remainder credited to invoices #101, #012, #104”

Note: You could record the check number and a comment about the check paying multiple invoices in the memo field. This ensures proper reconciliation and provides a clear audit trail for complex payment scenarios.

This approach ensures that each invoice is properly marked as paid with the appropriate portion of the refund amount, while maintaining clear documentation of how the refund was allocated across multiple invoices.