Help / Sales

Record a payment on an invoice

Mark an invoice as paid, in full or in part, into a cash or bank account.

When a customer pays, record it against the invoice so the balance goes down and the money appears in the right cash or bank account.

Steps

1. Open the posted invoice (from Invoices).
2. Click Record Payment. The button only shows while there is still a Balance Due above zero.
3. In Record Payment Received, check the Amount. It starts as the full balance; type a smaller number for a part payment.
4. Set the Date, choose the Cash / Bank Account, and choose the Payment Mode: Cash, Bank Transfer, Cheque, Card or UPI. The default account is pre-selected.
5. Optionally add a Reference Number (a cheque or transaction number) and Notes.
6. Click Record Payment.

The invoice page then shows the new Paid and Balance Due amounts. Behind the scenes, Legasum debits the cash or bank account and credits Accounts Receivable for the customer.

Rules

• Only a posted invoice can receive payments ("Only posted invoices can receive payments.").
• You cannot record more than the balance: "Allocation of X exceeds the remaining balance of Y on this document."
• The amount must be above zero, and a cash or bank account must be selected.
• If you pick an account that belongs to a different branch from the invoice, you are told to choose an account assigned to that branch or one that is not branch-restricted.

See and undo payments

All payments are listed in Payments. A mistaken payment can be voided there, which reverses its accounting and puts the invoice balance back. See Payments.

Good to know

• If your company needs approval for payments, you see "This payment requires approval - a request has been submitted. Nothing is recorded until it's approved." and the balance does not change yet.
• A payment dated inside a locked period is refused. See Financial years and periods.
• Part payments add up. Record each one separately until the balance reaches zero.
• You can also pay many invoices from a CSV on the Payments page, but those imported payments are not tied to a specific invoice.
• Customers who have not paid by the due date appear in Receivables Ageing and can be chased with reminders and Collections.