How It Works
Workflow
- Select one or more unpaid or partially paid invoices
- Enter the payment amount for each invoice (full or partial)
- Select which bank account received the money
- Set the payment date (defaults to today)
- Submit to record the payment
The system creates a payment record (Income Payment), a remittance linking the payment to each invoice, and a system transaction on the Trade Debtors account. The invoice state transitions to Partial Paid or Paid.
Validation Rules
- You cannot receive more than the outstanding balance on an invoice
- You cannot receive a payment against an invoice that is already fully paid
- A bank account must be selected for every payment
Invoice State Changes
When a payment is received, the linked invoice automatically transitions:
| Scenario | New State |
|---|---|
| Partial amount received | Partial Paid |
| Full amount received (balance reaches zero) | Paid |
| Payment deleted and others remain | Partial Paid |
| Payment deleted and none remain | Returns to Finalised |
Who Can Receive Payments
- Owners and Super Admins can receive and approve payments
- Admins and Accountants can receive payments but cannot approve them
- General Users, Contractors, and Clients cannot access payment features