Help Topics (Links)
The Receive Payments screen makes it easy to record and manage customer payments. It gives you a clear view of all the important details—like customer information, payment method, open invoices, and available credits. You can apply one payment to multiple invoices and also use any existing customer credits. This helps keep your records accurate and ensures your receivables are up to date.
To help you navigate the Receive Payments screen with ease, here’s a closer look at the four key sections and what each one is designed to do:
This top section is where you enter all the relevant payment entry details. You’ll select the customer, specify who received the payment, and input key information such as the payment date, method (e.g., check, credit card), and deposit account. Fields like Check/CC Number and Authorization Number should be filled out based on the customer’s chosen payment method and the details they provide. The Receipt Number is automatically generated by the system and serves as the unique reference number for the receive payment transaction. On the right side, you’ll see the customer’s billing information along with a real-time summary of the total amount received, the amount applied to invoices, the amount applied from available customer credit, and any remaining unapplied balance.
This section lists the customer’s current unpaid or partially paid invoices. You can select which invoices to apply the payment to and enter specific payment amounts per invoice. Each row includes the invoice number, date, original total, previous payments, remaining balance due, payment terms and discounts. The total balance due is calculated at the bottom, giving you a real-time view of what remains outstanding.
If the customer has existing credits—such as from overpayments or returns—they’ll be displayed here. You can apply these credits toward open invoices directly from this section. Each credit includes transaction details, the original credit total, amount already applied, and the remaining balance. This allows you to use customer credits efficiently without manual adjustments.
At the bottom of the screen, you’ll find a Notes field where you can add internal comments related to the payment. Below it are action buttons:
- New - to create a new payment transaction
- Save – to finalize the transaction
- Help – to access support resources
- Close – to exit the screen
Be sure to hit Save once everything is entered and applied to avoid losing your changes.
Follow the steps below to receive payments for full amount of an invoice:
- Enter Payment Information
- Select which records to Search By
- All customers or
- Customers with a Balance
- Select the Customer by typing the company name on the search field or click the arrow down button to view the whole customer list.
- Received By field is automatically generated with the users name.
- Payment Date is automatically generated based on the date payment is entered on the system.
- Select the Payment Method to be used and enter the related information needed:
- ACH - Payment made through Automated Clearing House (bank-to-bank transfer)
- Bank Name
- Routing Number
- Account Number
- Transaction/Confirmation Number
- Cash - Physical money received directly from the customer.
- Check - Payment made using a paper check issued by the customer.
- Credit Card - Payment made using a customer’s credit card.
- Last 4 Digits of Card Number
- Authorization Code/CVV
- Cardholder Name
- Zip Code
- Credit Memo - Payment applied using an issued credit memo or store credit.
- Email Pay - Online payment made by the customer through a link sent via email.
- Wire - Direct bank-to-bank transfer initiated by the customer, often used for large payments.
- Bank Name
- Sender’s Bank Reference Number
- SWIFT/BIC Code (if applicable)
- Transaction/Confirmation Number
- Enter Amount Received from the Customer
- The following details will automatically be calculated:
- Amount Applied to Invoices
- Amount Applied from Customer Credit
- Net Unapplied
- Select from the open invoices where you want to apply the payment.
- Check the box beside the open invoice where you want to apply the payment. The amount paid will be automatically filled out based on the net balance due.
- Before saving the payment, verify the following (located on the upper right side)
- Amount Received From Customer
- Amount Applied to Invoices
- Amount Applied from Customer Credit (zero since it is a full payment)
- Net Unapplied (This should be ZERO, which means there is no over and under payment)
- You can add any relevant notes. Then click SAVE to complete the payment transaction.
In a scenario where you receive payments for several invoices, user would have to enter payment by company. Each payment amount is applied to invoices that it can covered.
Follow the steps below for each customer:
- Enter Payment Information
- Select which records to Search By
- All customers or
- Customers with a Balance
- Select the Customer by typing the company name on the search field or click the arrow down button to view the whole customer list.
- Received By field is automatically generated with the users name.
- Payment Date is automatically generated based on the date payment is entered on the system.
- Select the Payment Method to be used and enter the related information needed:
- ACH - Payment made through Automated Clearing House (bank-to-bank transfer)
- Bank Name
- Routing Number
- Account Number
- Transaction/Confirmation Number
- Cash - Physical money received directly from the customer.
- Check - Payment made using a paper check issued by the customer.
- Credit Card - Payment made using a customer’s credit card.
- Last 4 Digits of Card Number
- Authorization Code/CVV
- Cardholder Name
- Zip Code
- Credit Memo - Payment applied using an issued credit memo or store credit.
- Email Pay - Online payment made by the customer through a link sent via email.
- Wire - Direct bank-to-bank transfer initiated by the customer, often used for large payments.
- Bank Name
- Sender’s Bank Reference Number
- SWIFT/BIC Code (if applicable)
- Transaction/Confirmation Number
- Enter Amount Received from the Customer
- The following details will automatically be calculated:
- Amount Applied to Invoices
- Amount Applied from Customer Credit
- Net Unapplied
- Select from the open invoices where you want to apply the payment.
- Check the box beside the open invoice where you want to apply the payment. The amount paid will be automatically filled out based on the net balance due.
- Before saving the payment, verify the following (located on the upper right side)
- Amount Received From Customer
- Amount Applied to Invoices
- Amount Applied from Customer Credit
- Net Unapplied (This should be ZERO, which means there is no over and under payment)
- You can add any relevant notes. Then click SAVE to complete the payment transaction.
Repeat the process for the remaining payments sent by customers.
Follow the following steps in scenarios where you need to apply payments as well as open credits on invoices:
- Enter Payment Information
- Select which records to Search By
- All customers or
- Customers with a Balance
- Select the Customer by typing the company name on the search field or click the arrow down button to view the whole customer list.
- Received By field is automatically generated with the users name.
- Payment Date is automatically generated based on the date payment is entered on the system.
- Select the Payment Method to be used and enter the related information needed:
- ACH - Payment made through Automated Clearing House (bank-to-bank transfer)
- Bank Name
- Routing Number
- Account Number
- Transaction/Confirmation Number
- Cash - Physical money received directly from the customer.
- Check - Payment made using a paper check issued by the customer.
- Credit Card - Payment made using a customer’s credit card.
- Last 4 Digits of Card Number
- Authorization Code/CVV
- Cardholder Name
- Zip Code
- Credit Memo - Payment applied using an issued credit memo or store credit.
- Email Pay - Online payment made by the customer through a link sent via email.
- Wire - Direct bank-to-bank transfer initiated by the customer, often used for large payments.
- Bank Name
- Sender’s Bank Reference Number
- SWIFT/BIC Code (if applicable)
- Transaction/Confirmation Number
- Enter Amount Received from the Customer
- The following details will automatically be calculated:
- Amount Applied to Invoices
- Amount Applied from Customer Credit
- Net Unapplied
- Select from the open invoices where you want to apply the payment.
- Check the box beside the open invoice where you want to apply the payment. The amount paid will be automatically filled out based on the net balance due.
- If the customer has open credits, select the unapplied amount you want to apply to the open invoice.
- Check the box beside the open credits you want to apply to the invoice as payment
- Enter the amount to be applied to the open invoice.
- Before saving the payment, verify the following (located on the upper right side)
- Amount Received From Customer
- Amount Applied to Invoices
- Amount Applied from Customer Credit
- Net Unapplied (This should be ZERO, which means there is no over and under payment)
- You can add any relevant notes. Then click SAVE to complete the payment transaction.
Credit Memo will be cleared once applied and Invoices will be tagged as paid once payments and credits are applied.
Current Limitation: At the moment, you can only apply a payment to one customer per transaction in the system.
Workaround: To handle a single payment covering multiple customers, you'll need to split the total amount by customer and enter each portion separately. In the Receive Payments screen, distribute the correct amount per customer, matching their respective invoices and credits.
Here's how the user should records the payment if a payment is received for 3 customers (customer a,b,c):
- Pick Customer A on the Customer Field.
- Select Check as Payment Method.
- Enter Check payment method info.
- Enter Amount Received from the Customer. Since payment will be split, the amount to be entered by the user should not be the total payment received for the three customer but the exact amount due for the open invoice of customer A.
- Select the open invoice to be paid.
- Click Save to process the payment transaction.
Users will then do the same steps for Customer B and C. Note: Since payment will be split, the amount to be entered by the user on the Amount Received from the Customer field should not be the total payment received for the three customer but the exact amount due for the open invoice of that specific customer.
Payment is applied to incorrect customer and needs to be corrected.
System Limitation: No option to reverse a transaction (development in progress)
System Limitation: No option to reverse a transaction (development in progress)
System Limitation: No option to issue a refund for a transaction (development in progress)
System Limitation: System does not allow short pay.
(Might need to have an option to enter a payment just for the record and then apply it once invoice and customer is identified.)
Receive payment as usual. Credit memo will be created for the over payment which can be applied for future invoices.
Current process is to create a credit memo and apply it to the invoice.
No option on the system to tag bounced check at the moment.
Select Credit Memo as payment method.
System Limitation: No option to reverse a transaction (development in progress)
