Record, Allocate, and Reverse Payments
Record money received or paid, apply it to the open invoice or supplier document, and reverse a mistake safely.
Finance → Payments is the register of every money transaction: payments you recorded by hand and those created when you reconcile bank lines.
You need: the Finance permission. Reversing needs the permission to reverse finance transactions.
Record a payment
Open Finance → Payments and choose Create. You can also choose Record payment on an open sales invoice or supplier document; the document is then selected for you.
Choose the Direction: Received from a customer or Paid to a supplier.
Select the Bank account and Date, and enter the Amount.
Select the Partner. It is optional, but it is needed to apply the payment to that partner's open items.
Enter the bank's Reference and the Purpose so that the payment can be found later.
Tick This payment settles an invoice (or a supplier document) and choose one or more open documents of the partner. The amount is filled in from the chosen documents; what is left over is kept as the customer's credit or an advance to the supplier when your workflow policy allows it. Leave the box unticked to record the money without applying it.
Choose Save. Until the payment can be saved, the form says what is still missing, for example "To save, add: an amount".
What a payment changes
- The open item of the invoice or supplier document goes down by the applied amount; see Open items.
- The document's status becomes Partially paid or Paid.
- The payment appears on the partner's customer or supplier statement.
Whether an amount above the open balance may stay as credit on the customer, or as an advance to the supplier, is decided by Customer overpayments and Supplier advances in Settings → Workflow Policy.
Reverse a payment
To correct a recorded payment, open it and choose Reverse. The amounts it settled become open again, and both the payment and its reversal stay in the history. Then record the correct payment.
Never create a negative payment to imitate a credit note, a return, or a reversal. A payment dated in a locked fiscal year needs the period reopened or an authorized override.
Most payments do not have to be typed in: import the bank statement and confirm the matches in Reconciliation.