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Record a payment or part payment

Record money received against an invoice, in full or in part, and watch its status move to Part paid or Paid.

Who can do this: adminsUpdated

Record a payment when money arrives from your client. The invoice's status follows the payments: some of the balance paid makes it Part paid, all of it makes it Paid.

Before you start

  • You need permission to edit finance.
  • The invoice must be Sent, Overdue or Part paid. You can't record a payment against a draft or a void invoice.
  • If the invoice is in Xero, know which Xero bank account the money went into.

Steps

  1. Open the invoice and scroll to Payments.
  2. Click Record payment.
  3. Enter the Amount received. It starts at the full balance due. Enter less for a part payment: you'll see "Part payment — £x will still be due."
  4. Choose the Date received. Future dates aren't allowed.
  5. Optional: add a Reference (optional), such as the bank transfer reference.
  6. If the invoice is in Xero, choose the account under Paid into. The last account you used is selected for you.
  7. Click Record payment.

Paying the whole balance in one step

  1. In Payments, click Mark as paid.
  2. Check the message, for example "£4,200.00 received today, into Business Current Account. It will also be marked paid in Xero."
  3. Click Mark as paid. To change the date or account first, click Change date or account.

What happens next

  • If the invoice is in Xero, the payment is recorded in Xero first. It is only saved in Techstyles once Xero accepts it.
  • The status becomes Part paid or Paid, and the payments table shows the payment with you as Recorded by.
  • The Paid this month card on Finance and your reports update.
  • The payment is recorded in the invoice's History.

Good to know

  • You can't record more than the balance due.
  • You can't choose Paid or Part paid from the status menu. Recording payments is the only way.
  • Payments recorded in Xero against a synced invoice come back to Techstyles. They show Xero as the source and In Xero under Recorded by.
  • If Xero is disconnected, or doesn't answer in time, the payment is saved here and tagged Not in Xero. Send it to Xero later.
  • A Part paid or Paid invoice is locked. To change it, remove the payments first.