Record a payment

This guide takes you from "the customer has paid" to a posted payment and a paid invoice in SolaCount. It also covers paying a supplier, foreign-currency payments, advances, and what to do if the save does not confirm. The full reference is Payments.

Before you start

• You need the Create customer payments and Post customer payments permissions. For suppliers, you need the matching supplier payment permissions.
• The invoice must be posted. Drafts, void and paid invoices cannot receive payments.
• The bank or cash account must exist. See Banking.
• The payment date must be in an open accounting period after your lock date.

Example

Al Noor Trading LLC has two open invoices:

On 5 Oct 2026 they transfer AED 7,000.00 to your Emirates NBD account (reference TRF-88412).

Step 1: Open the form

Either:

• Open INV-0120 and click Record a payment. The customer is selected, Amount is set to the invoice balance, and the invoice is already allocated. Or:
• Go to Sales → Payments & Credits → Invoice Payments and click Record a payment.

Step 2: Fill in the header

1. Date: 05/10/2026. It defaults to today.
2. Customer: Al Noor Trading LLC.
3. Deposit Account: Emirates NBD – Current.
4. Payment Method: Bank transfer.
5. Reference: TRF-88412.
6. Amount: 7,000.00. The field shows AED, your base currency.

Step 3: Allocate

The open invoices load below the header. Click Auto Allocate. The oldest invoice is filled first:

Allocated = 7,000.00 and Remaining = 0.00.

To pay a different invoice first, type in its row. In the default smart mode your edit wins and the other rows rebalance. Click Manual if you want other rows to stay unchanged. Allocations can never exceed an invoice's balance or the payment amount.

Step 4: Save or post

• Click Save to keep a draft. You can edit it later, and nothing is posted.
• Click Post, check the amount and documents in the confirmation dialog, and click Post again.

After posting:

• INV-0120 is Paid and INV-0126 is Partially paid with AED 1,925.00 due.
• This journal entry is posted:

The payment appears under Payments → Customer Payments and in the Payments Received report. When your bank statement is imported, it can be matched in reconciliation.

Paying a supplier

1. Open the posted bill and click Make Payment, or go to Purchases → Payments & Credits → Supplier Payments.
2. Choose the Supplier and the Pay from account, then enter the date, method, reference and amount.
3. Tick the bills to pay, or use Auto Allocate.
4. Paying by cheque? Choose the cheque method and pick a Cheque No.. You need a cheque book for that bank account.
5. Click Save or Post. The entry is Dr Accounts Payable, Cr bank.

Foreign-currency invoices and bills

The forms above handle your base currency only. Foreign-currency documents are hidden and a notice is shown. Click Open currency-aware payment, or use Payments → Make Payment:

1. Choose Payment Type: Receipt (customer) or Disbursement (supplier).
2. Set the Currency to the document's currency, for example USD. Documents in other currencies cannot be selected.
3. Choose Cash & Bank, the party, Apply to documents, and allocate.
4. Click Save & Post. The rate for the payment date is used. If no rate exists, add one under Settings → Exchange Rates. The estimated FX gain or loss is shown before you post.

Overpayments and advances

If a customer pays more than they owe, or pays before you invoice, use Make Payment → Receipt with:

• Apply part; retain advance: allocate what is due, and the rest becomes a customer advance.
• Record as advance: no allocation.

Apply the advance to a later invoice from Payments → Customer Advances. See Customer advance payments.

Fixing mistakes

If the save is not confirmed

If your connection drops while saving, the form locks and shows "The payment result could not be confirmed. Review the payments list before creating another payment." A Status not confirmed dialog appears.

1. Click Check current status or Review payments.
2. Look for the payment in the list.
3. If it is there, do not enter it again. If it was saved as a draft when you asked to post, post that draft.

SolaCount never resends a payment automatically. If the same submission is received twice, the existing payment is returned and no duplicate is created.

Related

• Payments
• Cheques
• Banking & reconciliation
• Create an invoice