What is the Payments module for?
This screen registers money customers have paid you and money you have paid back. It handles cases where one bank transfer settles several invoices. It does not create income, as the sale was recorded when the invoice was raised. It only swaps a debt for cash.
How do I record a payment across several invoices?
- Press Record payment.
- Pick the Customer so their outstanding invoices load underneath.
- Set the Date to the day the money reached your account.
- Pick the Method, such as bank or cash.
- Pick Paid into so the receipt reaches the right bank balance.
- Edit the boxes under Apply to invoices so amounts match what the customer sent.
- Press Save to move invoices to Paid or Partially paid.
- Check Cash In and Out for the Debtor Collection row the app wrote, dated the payment date. Do not add another one by hand.
How do I view payment details?
- Click any row to open the payment header.
- Review the Allocated to list for each invoice and amount.
- Read the Timeline to see recording, application, and refund events.
- Attach the bank-in slip or transfer screenshot to the payment.
How do I refund a customer?
- Open the payment and press Refund if available.
- Check the Available to refund amount.
- Type the Refund amount and set the Date.
- Press Confirm refund. A new payment marked Refund is created, and the invoices it touched become outstanding again.
- Then post the money leaving your bank in Journal Entries. Confirm refund itself moves no cash.
How do I find or delete a payment?
- Use the filter to show All, Received, or Refund payments.
- Search by payment number, customer, method, or amount.
- Click the bin icon to delete a payment.
- Confirm deletion to release allocations back to outstanding.
- Manually remove the cash row from Cash In and Out if needed.
What this does to your books
Saving a received payment settles the invoices and writes the Debtor Collection row, which debits Cash & Bank (1000) and credits Trade Debtors (1100), dated the payment date. A payment at or above your dual-control amount needs two different approvers: the first approval posts nothing, the second posts once, and a rejection posts nothing. A refund moves no cash by itself; you post a journal debiting Trade Debtors (1100) and crediting Cash & Bank (1000).