A payment is recorded against a specific invoice, on the invoice's Payments tab. Each payment row says how much was received, when, and Paid Via — the source of the money: a bank account, a customer credit the customer already holds with you, or a credit note you've issued them. An invoice becomes Paid when its payments cover the total.

Payments here are recorded per invoice. To settle several invoices from one remittance, use a Sale Bulk Payment instead: one bank receipt applied across up to 200 invoices in the same currency — they can belong to different customers — with the full amount broken down by invoice.

Before you start

• The invoice must be Authorized or Paid. The Payments tab is hidden on a Draft or On Credit Hold invoice.
• Sale — Billing full access (SaleBillingFA) to add, edit or delete payments; read-only (SaleBillingRO) users can view them.
• For a bank payment, the receiving bank account must exist in your chart of accounts. Chart of accounts (link pending: admin article)

Record a payment

1. Open the invoice's Payments tab

Open the sale, click Invoices, open the invoice, then click the Payments tab. The tab header shows Total Paid; the Financial Summary shows Paid and Amount Due.

2. Add the payment row

Click Add payment. A new row appears dated today, with Amount pre-filled to the current Amount Due.

3. Choose Paid Via

Click the Paid Via cell and pick the source (Select source...). The list is grouped:

• Bank Accounts — your bank and clearing accounts. A direct payment: EFT, card settlement, cash.
• Customer Credits — balances the customer holds with you, including advance payments on this sale (Advance from Sale #…) and credits from earlier credit notes. Shows the remaining balance.
• Credit Notes — authorised credit notes for this customer with an unapplied balance.

Picking a customer credit or credit note caps Amount at the remaining balance; if the pre-filled amount is higher it's reduced automatically.

Once a payment has been saved, its source is locked — The payment source cannot be changed — delete this payment and add a new one.

4. Enter the details

• Amount — must be positive, and for a credit source can't exceed the balance (Amount cannot exceed the available balance (‹max›).). It can be less than Amount Due for a part payment.
• Date — required; can't be more than 7 days in the future.
• Reference — remittance or receipt reference, up to 50 characters.
• Conversion Rate — shown for foreign-currency sales only. For a base-currency sale it must be 1.

5. Save

Click Save in the page header. Total payments can't exceed the invoice total (Total payments (‹paid›) cannot exceed the invoice total (‹total›).).

After saving, Total Paid and Paid update, Amount Due falls, and when it reaches zero the invoice status becomes Paid. The receipt is posted to the bank account you chose. Payments can't be dated more than a week in the future.

Part payments and multiple payments

Add as many rows as you need — a deposit from a customer credit plus the balance from a bank account, or three instalments on three dates. Each row is its own payment record and appears separately in the payments list.

Edit or delete a payment

Amount, date, reference and conversion rate stay editable on a saved payment; Paid Via doesn't. To delete, use the row action and Save. Deleting a credit-funded payment returns the amount to the customer credit or credit note balance. If the invoice was Paid, it returns to Authorized.

Payments must be deleted before an invoice can be undone or voided: There are payments recorded for this invoice. Please delete them first.

What happens next

• Every payment appears in Sale → Invoicing & Payments → Payments, searchable by payment reference, invoice number, sale number or customer, with Invoice #, Payment Reference, Customer, Sale #, Payment Date, Paid Via and Amount. Click a row for the payment quick view, which shows Paid from — the bank account, credit note or customer credit used.
• A credit-funded payment reduces the Remaining amount on the credit in the Customer Credits tab. See Refunds vs customer credits.
• The sale's combined payment status rolls up to Not Paid, Partially Paid or Paid and feeds the AR aging on the dashboard.
• Overpayments aren't possible from this screen. If the customer sends more than the invoice total, record the invoice total here and record the excess under Banking → Money Received with Type Customer Credit. That creates a customer credit you can apply to the customer's later invoices (Paid Via → Customer Credits) or pay back with a Customer Credit Refund.
  ✏ Updated after Confluence cross-check (15 Oct 2026): Resolved the open question. Use Money Received for the excess, not a credit note.

See also

• Issuing an invoice from a sale order
• Advance payments
• Issuing a credit note
• Refunds vs customer credits