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Functions in Payments Received

The Payments Received module includes a set of functions that help you view, manage, apply, and refund customer payments. These functions allow you to track how payments are linked to invoices or retainer invoices, handle customer advances, and issue refunds, ensuring accurate and organized payment records.

View Payments Received for Invoice

If you have already recorded payments from your customers, you can view them from the invoice. Here’s how:

  • Navigate to Sales on the left sidebar.
  • Select Invoices under Invoices from the top module bar.
  • Select the required invoice.
  • View the payments recorded for the invoice under the Payments Received tab at the top.

To edit or delete a payment applied to this invoice:

  • Under the Payments Received tab, hover over the recorded payment.
  • Choose to Edit or Delete the payment.

View Payments Received for Retainer Invoice

If you have already recorded payments from your customers for a retainer invoice, you can view them in the transaction. Here’s how:

  • Navigate to Sales on the left sidebar.
  • Select Invoices under Invoices from the top module bar.
  • Select the required retainer invoice.
  • View the payments recorded for the retainer invoice under the Payments Received tab at the top.

To edit or delete a payment applied to this retainer invoice:

  • Under the Payments Received tab, hover over the recorded payment.
  • Choose to Edit or Delete the payment.

Refund Payment

You can refund the advance that you’ve received from your customers. Here’s how:

  • Navigate to Sales on the left sidebar.

  • Select Payments Received under Payments from the top module bar.

  • Select the customer advance to be refunded.

  • In the Details page, click Refund.

  • Enter the following details:

  • Refunded On – The date on which the refund is issued.

  • Reference Number – The reference number for the refund transaction.

  • Payment Mode – The method used to refund the amount.

  • From Account – The account from which the refund is issued.

Insight: You can refund the amount either fully or partially. If you refund only a part of the advance, the remaining amount can be applied to invoices or refunded later.

  • Click Save.

You can view the refund details under the Refund History tab at the top of the page.

Apply Customer Advance to Invoice

After recording a customer advance, you can apply it to their outstanding invoices. Here’s how:

  • Navigate to Sales on the left sidebar.
  • Select Payments Received under Payments from the top module bar.
  • Select the required customer advance.
  • Click Apply to Invoice at the top of the page.
  • Enter the credits to apply for each invoice.
  • Click Save.

If you have applied a customer advance to invoices, you can edit or delete the recorded payment. Here’s how:

  • Navigate to Sales on the left sidebar.
  • Select Payments Received under Payments from the top module bar.
  • Select the customer advance applied to invoices.
  • Scroll down to the Payment For section and select the invoice to which the payment is applied.
  • In the Invoice Details page, click the Payments tab at the top of the page.
  • Hover over the recorded payment.
  • Choose to Edit or Delete the payment. 
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