Record a payment

An invoice is only half the job. Until the money is recorded against it, the bill shows as unpaid and the party keeps appearing on your outstanding list.

Record money against one invoice

1. 1

   Go to Manage Payments and stay on the Outstanding tab.

2. 2

   Find the invoice. The list shows the total, what has been paid, the balance and the status.

   Search by party or invoice number if the list is long.

3. 3

   Select Record Payment on that row.

4. 4

   Enter the amount received.

   The outstanding balance is shown above the field so you can see what a full settlement would be.

5. 5

   Choose the Payment Mode: Cash, UPI, Bank Transfer, Cheque or Other.

6. 6

   Enter a Reference No if there is one — a UTR, a cheque number.

   Optional, but it is what turns "someone paid ₹40,000 in March" into a line you can match against your bank statement.

7. 7

   Add a note if it needs one, and save.

The invoice status moves to partly or fully paid, and the balance on the row falls straight away.

See what has been paid against a bill

Every invoice keeps its Payment History: each amount, its mode, its reference number and its date. When a party rings up asking what is still owed on an old bill, this is the screen to open.

Reviewing all the money that came in

The Payments tab lists receipts rather than invoices — every payment by date, amount, mode, reference, how much of it was allocated to bills and how much is still sitting as advance. It totals Total Payments, Total Received and Unallocated Advance at the top.

Related tasks

• One payment covering several bills — Collect against several invoices.
• Money owed with no invoice behind it — Raise a due without an invoice.
• Taking the money while billing — Collect payment while billing.