Recording an Invoice Payment

To manually record a payment made by a customer toward an invoice:

🧾 Step-by-Step Instructions

1. Open the invoice from the admin panel.

2. Click on the ➕ Payment button at the top.

🔒 This button is only visible if the staff member has CREATE permissions for Payments and the invoice is not marked as Paid or Cancelled.

📝 Payment Details Form

After clicking the Payment button, a form will appear:

• Amount Received
  Auto-filled with the remaining balance due on the invoice. You can modify this if the customer is making a partial payment.

• Payment Date
  Defaults to the current date but can be changed.

• Payment Mode
  Select from available payment methods (bank, cash, online, etc.).
  (To manage or add payment modes, go to Setup → Finance → Payment Modes)

• Payment Note (Optional)
  Add any internal comments related to the payment.

• Do not send payment confirmation email to the customer
  If checked, no email will be sent to the customer’s contacts.
  (You can disable this option system-wide via Setup → Email Templates → Invoice Payment Recorded.)

3. Click Save.

🔄 Invoice Status Updates Automatically

• If the full balance is paid, the invoice will be marked as Paid.

• If a partial amount is entered, the status will be set to Partially Paid.

📧 Email Notifications

✅ Sent to Customer (Optional)

If email notifications are enabled:

• Customer contacts will receive a “Payment Received” email.

• A PDF receipt is attached to the email.

Customize this email via:
Setup → Email Templates → Invoice Payment Recorded (Sent to customer contacts)

✅ Sent to Staff

The following team members will be notified:

• The invoice creator

• The assigned sales agent

📝 Note: If the payment was recorded manually by a staff member, that staff member will not receive an email about their own action.

Customize this staff email via:
Setup → Email Templates → Invoice Payment Recorded (Sent to staff)