Payments

Payments record money moving in or out of your bank and cash accounts and link those movements to specific invoices or bills. The Payments panel is a single place to see both customer receipts and supplier payments — with "Customer Payments" and "Bill Payments" views for workflows that only care about one side, and "Make Payment" to record a new one.

When to use it

• A customer pays an invoice (in full or partially) → record a customer payment and allocate it to the invoice(s).
• You pay a supplier's bill → record a bill payment and allocate it to the bill(s).
• You move money between your own accounts (bank to bank, cash to bank) → record a Transfer.
• A customer pays at the moment of sale, with no invoice → use a Sales receipt instead; it appears in the payments list automatically.

Browse all payments

1. Open the Payments panel and choose View All (or "Customer Payments" / "Bill Payments" for one side only).
2. Each row shows the payment date, a friendly source label (see below), the counterparty, the bank or cash account, the amount, and the status (Draft / Posted / Reversed).
3. Filter by Voucher Type, Direction (Money In / Money Out), account, Payment Method, status, or date range. Count chips above the list show how many rows fall in each group.
4. Draft payments are shown distinctly from posted ones — a draft's allocations are provisional and do not affect balances until the payment is posted.
5. Use Excel to export the filtered list, or Print for a printable PDF of the list. Both carry the current voucher title, so a "Cash Payment Voucher" export is titled as such.

Friendly source labels

Every payment is presented as the workflow it belongs to, colour-coded so related rows are easy to scan:

Clicking the label opens the source document (Sales Receipt / Expense / Bill / Invoice / Refund) directly. A payment's own page also links each of its source documents and its Journal Entry, so you can always trace the money from the payment to the ledger and back.

Payment vouchers

The Payments panel has a Vouchers group with five views: Cash Payment Voucher, Cash Receipt Voucher, Bank Payment Voucher, Bank Receipt Voucher, and Transfers.

These are pre-filtered views of the same payments list — not new record types. A payment's voucher class comes from two things it already has:

• its direction — money out (payment) or money in (receipt), and
• whether the account used is a cash or bank account.

So a supplier payment made from a cash account is a Cash Payment Voucher; a customer receipt into a bank account is a Bank Receipt Voucher. Nothing extra to fill in — record the payment normally and it lands in the right voucher view automatically.

Each voucher view keeps the full filter bar (voucher type, direction, account, method), its own count chips, and Excel / printable-PDF exports titled with the voucher name — useful when your accountant or auditor asks for "all cash payment vouchers for June".

Record a customer payment (receipt)

1. Open Payments ▸ Make Payment (or use Record a payment on an invoice).
2. Pick the Customer.
3. Pick the bank or cash account that received the funds.
4. Enter the payment date, amount, reference, and Payment Method — "Cash", "Cheque", or "Bank Transfer".
5. The panel of the customer's open invoices loads. Tick the invoices you want to allocate this payment to and enter the amount applied to each. Any remainder becomes a credit on the customer's account.
6. Save as Draft, or post it.

Record a supplier payment

1. Open Payments ▸ Make Payment (or pay directly from a bill).
2. Pick the Supplier.
3. Pick the bank or cash account the money leaves from.
4. Enter date, amount, reference, and method.
5. Open bills load on the right; tick the bills to allocate against.
6. Save as Draft, or post it.

Paying by cheque

When you choose "Cheque" as the payment method on a bill payment or expense, two extra fields appear:

• Cheque Book — pick which of your registered cheque books the cheque comes from.
• Cheque No. — the specific cheque leaf; the next available number is suggested automatically.

This keeps every company cheque tracked by number. Set up your books first — see Cheque books. (A cheque you receive from a customer doesn't use a cheque book — just choose method "Cheque" and note its number.)

Foreign-currency payments

Plan availability: multi-currency depends on your subscription plan.

When you settle a foreign-currency invoice or bill and the exchange rate has moved since the document was posted, a realized FX gain or loss is recorded automatically. While you allocate the payment, the form shows "Estimated FX Gain:" or "Estimated FX Loss:" so you can see the effect before posting. See Multi-currency.

Edit, post, unpost, reverse

• Edit a draft — drafts can be changed freely; nothing has hit the books yet.
• Post — writes the journal entry (bank debit, AR/AP credit — or the reverse for money out). The period must be open.
• Unpost — returns the payment to Draft and unwinds the journal. Allowed only if nothing else depends on it. The period must be open.
• Repost — posts again after an unpost without losing the allocations.
• Remove allocations — removes the link to one or more invoices/bills, freeing them up for reallocation. The payment itself stays posted.
• Reverse — posts a mirroring journal dated on the reverse date and marks the payment Reversed. Use when a cheque bounces or you need a permanent record of an undo.
• Delete — drafts only. Posted payments cannot be deleted; reverse instead.

Allocate from a bill

From a posted bill's page, click Allocate. You can apply existing unallocated payments or unapplied debit notes to the bill in one step.

How the journal looks

A JOD 117 customer payment fully allocated to one open invoice:

The invoice flips to Paid and the open balance becomes zero.

A JOD 200 customer payment with only JOD 117 of open invoices — JOD 83 stays as unallocated credit:

The invoice is paid; the customer's open balance becomes JOD 83 credit. That credit can be allocated to a future invoice without a new payment.

A JOD 117 supplier payment allocated to one open bill:

The bill flips to Paid.

A multi-currency receipt — a USD 1,000 invoice was posted at a rate of 0.710 (= JOD 710.00 on AR). The customer pays USD 1,000 today when the rate has moved to 0.715 (= JOD 715.00 received):

The customer's invoice closes; the JOD 5 difference is the realized FX gain from the rate movement between posting and settlement.

A bank transfer of JOD 1,000 from a current account to a savings account (no counterparty):

A bounced-cheque reversal of a JOD 117 customer payment — instead of unposting (which would erase the audit trail), Reverse posts the opposite journal dated today:

The invoice flips back to Open and the customer's AR shows the receivable again.

Allocation behaviour

When you tick documents on a payment:

• The total amount allocated cannot exceed the payment amount.
• Any leftover stays as unallocated credit on that customer/supplier — it shows on their AR/AP balance and can be applied later.
• Allocations can be partial — pay 60% of an invoice now, the remaining 40% later.
• Multi-currency: the payment carries one exchange rate at the payment date. If the invoice currency differs, an FX gain/loss line is added to the journal automatically, and the estimated amount is shown while you allocate.
• If the period is locked, posting and unposting both fail until the period reopens.

Reverse vs Unpost vs Remove allocations

Three different ways to "undo" a payment — each leaves the books in a different state. Pick the one that matches what really happened:

If in doubt, use Reverse — it's the only one that leaves an unambiguous audit trail of what happened.

Common mistakes

• "My payment isn't showing on the bank statement match." Check the filters at the top of the payments list aren't restricting the view — clear them to see every row. Also confirm the payment is Posted, not Draft.
• "My customer overpaid — where did the extra go?" The leftover sits as unallocated credit on the customer record. Apply it to a future invoice from the customer's page or the new-invoice form, or refund it via a Refund receipt.
• "Period locked" → posting and unposting are both blocked. Reverse on a later date (in an open period) is the workaround when the original date is closed.
• Multi-currency mismatch. When a customer pays a foreign-currency invoice on a different date, the exchange rate may differ. A realized gain/loss is posted automatically — see the multi-currency journal example above and Multi-currency.
• "I unposted a payment and now its source document looks weird." Unposting a payment doesn't unpost the invoice / bill — it just unwinds the cash movement. The source document goes back to its prior status (Open / Posted), not Draft.
• "I can't see the payment buttons." Recording, posting and reversing payments each need the right access. If an action is missing, ask your workspace administrator.

Tips

• Open the Banking page side-by-side with Payments to match imported statement lines against payment rows.
• Use the Vouchers views to answer auditor-style questions fast — "Bank Payment Voucher" is every payment out of a bank account, ready to export.
• Click a friendly source label (Sales Receipt / Bill Payment / Refund Receipt etc.) to jump straight to the originating document, or open the payment and follow its Journal Entry link to see the exact ledger posting.

Behaviour and rules

• Drafts don't post. Aging reports only count posted payments, and draft allocations don't affect any balances.
• Reversal vs unpost. Unpost is for "I made a mistake, I'll fix the same draft and re-post". Reverse is for "this happened in the world (bounced cheque) and I need an audit trail".
• Removing allocations does not unpost the payment — it just frees up the linked documents so the same money can be re-applied.
• Bank account integration. Posted payments appear in the bank account's transaction list and can be matched against an imported bank statement — see Banking.
• Customer / supplier balances update only after posting.

Related

• Customers, Suppliers — counterparty balances reflect every posted payment.
• Invoices, Bills — the documents most payments allocate against.
• Sales receipts — every sales-receipt payment appears here too.
• Cheque books — paying bills and expenses by company cheque.
• Retainers — customer deposits show up as "Retainer" rows.
• Refund receipts, Supplier refunds — cash going back.
• Banking — match imported bank-statement lines against payment rows.
• Multi-currency — realized FX gain / loss on foreign-currency payments.
• Fiscal years and lock dates — period rules for posting / reversing.
• Reports — payments received, payments made.