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Payments

The Payments screen (Billing → Payments) is where money received from a customer is recorded and then allocated against their open invoices. Recording a payment and allocating it are two separate steps deliberately — a payment can arrive before you know exactly which invoice(s) it covers, or cover several invoices at once.

Before you start

• Invoices — a payment is allocated against invoices that must already exist and carry a balance due.
• Customers — payments are recorded against a specific customer.

Walkthrough

Recording a payment

1. Click Record Payment.
2. Fill in the form:
3. Customer (required)
4. Amount (required)
5. Payment Mode (required) — Cash, Bank Transfer, Cheque, Card, or Other.
6. Payment Date (required, defaults to today)
7. Transaction Ref (optional) — wire reference, cheque number, etc.
8. Notes (optional)
9. Click Record Payment to save. The payment is created fully unallocated — it does not touch any invoice's balance until you allocate it.

Allocating a payment to invoices

Any payment with an unallocated balance shows an Allocate link in the list. Opening it shows:

• Available — the payment's remaining unallocated amount.
• One row per allocation: pick an invoice (only that customer's open, non-cancelled invoices with a balance due are offered, shown with their outstanding amount) and an amount.
• + Add invoice to split one payment across multiple invoices.
• The dialog totals what you're about to allocate and blocks the save if it exceeds the payment's available balance.

Click Allocate to save. Each targeted invoice's balance due is reduced accordingly, and once an invoice's balance reaches zero it's no longer offered for further allocation.

Marking an invoice paid directly

For the common case of one payment against one invoice, it's often faster to use Mark as Paid from the invoice's own detail page (see Invoices) — that records the payment and fully allocates it to that invoice in one step. Use the Payments screen when a payment needs to be split across multiple invoices, or was received before you decided how to apply it.

The payments list

• Filter by Customer or Mode (payment method).
• Summary tiles at the top show Total Received, count of Fully Allocated payments, and Unallocated Balance across the current filter.
• Each row shows date, customer, mode, transaction reference, amount, amount allocated, and either "Fully allocated" or the remaining unallocated amount.

Related pages

• Invoices — what payments are allocated against.
• Reports catalogue — the Invoice Ageing report shows what remains unpaid, factoring in the payments recorded here.

Who can access this

Admin and Billing can view, record, and allocate payments. Manager, Gate Operator, Yard Operator, and Viewer cannot access this screen.