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Payments

Updated

Payments are used to record money received against sales invoices or paid against purchase invoices.

Once a payment is recorded, you can generate and send a receipt (for customers) or a remittance (for suppliers). A payment can only be created once an invoice exists.

Overview

Payments are recorded against Customer or Supplier Accounts and allocated to one or more invoices. Each payment includes details such as payment type, reference, bank account, and allocation amounts.

Create a Payment

  1. Open the Supplier or Customer Account and go to the Financial tab.
  2. Click Receive Payment or Make Payment.
  3. Enter the Date the payment was received or made.
  4. Select the Payment Type and enter any reference numbers.
  5. Select a nominal account flagged as Bank.
  6. Enter any bank charges and optional comments.
  7. Under Payment Allocations, select the invoice(s) and amount(s) to allocate.
    • Use Add Allocation to apply the payment across multiple invoices in a single transaction.
  8. Click Save Changes.

Edit a Payment

  1. Open the Supplier or Customer Account and go to the Financial tab.
  2. Select the payment Ref number.
  3. Click Edit, update the fields as needed, then click Submit.

Delete a Payment

  1. Open the Supplier or Customer Account and go to the Financial tab.
  2. Select the payment Ref number.
  3. Click Delete Payment.

Note

If you receive an error stating “FPDF error: Alpha channel not supported”, this indicates that your Company logo includes transparency. Replace the logo with a version that does not include an alpha channel.

  1. Open the Supplier or Customer Account and go to the Financial tab.
  2. Click View in the PDF column.
  3. The document opens in your PDF reader. Print using the reader or press CTRL+P.

Email a Receipt or Remittance

When emailing a receipt or remittance, the document is attached as a PDF to a predefined email template. To configure templates, see the System Emails section.

Before sending, ensure the Account includes at least one Contact with a valid email address.

  1. Open the Supplier or Customer Account and go to the Financial tab.
  2. Select the payment Ref number.
  3. Select the Contact to send the document to.
  4. Edit the email template if needed.
  5. Click Send Email.

A record of the email is stored in the Sales Statement on the recipient’s Account.

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