How to Record Customer Payments

Overview

This guide explains how to record a customer payment for credit sales, including the different ways to access the payment screen, allocating payments to invoices, and finalising the transaction.

Note: For trade counter or cash sales, payment can usually be taken at the time of sale. This guide focuses on payments recorded after invoicing.

Ways to Access Customer Payments

There are several ways to open the Incoming / Customer Payment screen.

Option 1: Quick Incoming Payment (Home Screen)

1. From the Home Screen, click Quick Incoming Payment.

Option 2: Customers Menu

1. Go to Customers.

2. Click Receive Payment.

3. Select the customer you want to apply the payment to.

Option 3: From a Customer Record

1. Open Customers.

2. Locate a customer and click View.

3. Select Receive Payment.

This option automatically opens the payment screen with the customer pre-selected.

Selecting the Customer

• If the customer is not already selected, use the Customer dropdown.

• Once selected, the system will load:

  • All outstanding invoices

  • Corresponding outstanding balances

Allocating Payments

There are multiple ways to allocate a payment.

Auto Allocate

• Use Auto Allocate to apply the payment amount to the oldest outstanding transactions automatically.

Manual Allocation

• Enter payment amounts directly into individual invoice payment boxes.

• This allows you to pay specific invoices in full or partially.

Overpayment Protection

• If you attempt to enter a payment greater than the outstanding balance, the system will alert you that the customer is being overpaid.

Discounts and Adjustments

• You can apply discounts when recording a payment.

• The system will automatically reflect:

  • The amount received per invoice

  • The total received on the Record button

Payment Details

Before recording the payment, select:

• Payment Type (e.g. Bank Transfer, Cash, Card)

Optional settings:

• Assign to a cash drawer (if handling physical cash)

• Assign to a bank account

• Enable Email Receipt to automatically email the customer confirmation of payment

Recording the Payment

To complete the process:

1. Review all allocations and amounts.

2. Confirm the payment method and optional settings.

3. Click Record.

The payment will be saved and applied to the selected invoices.

Best Practice Tips

• Always verify outstanding balances before allocating payments

• Use Auto Allocate for faster processing of standard payments

• Apply discounts carefully and only when approved

• Enable email receipts to maintain clear customer communication

Summary

To record a customer payment:

• Access the payment screen via Quick Incoming Payment, Customers → Receive Payment, or directly from a customer record

• Select the customer and review outstanding invoices

• Allocate payments automatically or manually

• Choose payment type and optional settings

• Click Record to finalise