Invoice Payments

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Record what was collected against an invoice and see what is still owed.

Reaching the Screen

Payments is a tab of the invoice record. Its address: {admin}/invoices/detail?id={invoice}&tab=payments

The Summary tab also has an Add Payment button that jumps here. It appears while the invoice is unsettled and something is still owed.

What Is on the Screen

Three blocks.

Add Payment The form that files a collection made elsewhere.
Payment Summary What is owed, what came in and what is left.
Payment History Every money movement on this invoice, newest first.

Add Payment

Use it for a transfer, cash, or a provider that never reported back. The form records money, it does not collect it.

The amount and the date arrive filled in. The Add Payment button stays inactive until something changes, and picking a method is enough.

Payment Summary

The total the invoice was issued for, the collected share as a percentage, the amount collected and the amount left. The figures add up the history rows below.

Payment History

One row per money movement, newest first. The whole list is on the page: no search, no paging.

Payment Info The amount, with the transaction reference under it, or No transaction ID.
Payment Method How the money came in. Methods in use appear by their panel name, anything else by its raw key. That is how None reads here.
Recorded By The staff member who filed the row and the address it came from. Automatic rows read System.
Date The payment date, not the moment it was typed in.
Status Completed for money in, Refund for money back out. Failed attempts never reach this table.

Rows also come from online client payments, stored-card collections, subscription charges and imports. The menu at the end of a row opens the full record or removes it.

Fields

Payment Amount Required. Arrives as the amount still owed, in the invoice's currency. A larger figure is refused.
Payment Method Required. The list holds the methods in use, None, and the invoice's own method once it is no longer active. A payment that closes the balance writes its method onto the invoice.
Payment Date Defaults to now; an empty box files the row at that moment. The list is sorted by this date, so put an older collection on its own day.
Transaction ID Optional. Without it the row reads No transaction ID.
Notes Optional, kept on the record and shown when the row is opened.

Tasks

Record a payment

  1. Read the amount. It arrives as the outstanding figure; change it only for a part collection.
  2. Pick the payment method. The Add Payment button becomes usable at once.
  3. Correct the date, and add the transaction reference or a note if needed.
  4. Click Add Payment. The row joins the top of the history, and an invoice with nothing left owed turns to Paid.

Read a payment record

  1. Open the menu at the end of the row and choose View.
  2. The window adds the transaction reference, who filed it, the address, any fees and the note.
  3. Close the window. Reading changes nothing.

Remove a payment

  1. Open the menu at the end of the row and choose Delete.
  2. Check the confirmation window: the amount, method, reference, payment date and who filed the row. No password is asked.
  3. Confirm. The row goes, and an invoice that was Paid only because of that payment returns to Unpaid.

Things to Watch

Closing the balance settles the invoice

The invoice is marked paid and the collection enters the income records. The paid invoice numbering format can replace the number. Waiting work runs: service periods extended, orders activated, coupons counted as used. No e-mail goes out, so use Send Notification on the Summary tab if the client should hear about it.

Removing a payment does not undo the settlement

Deleting the row reopens the invoice and drops the income record. Nothing else comes back: service periods stay extended, orders stay active, coupons stay used. Move a payment filed on the wrong invoice to the right one, then repair what the wrong settlement started.

Status and payments are separate records

Change Status on the Summary tab marks an invoice paid without writing a payment row. This table can be empty while the card above reads as fully collected. Payments that do not close the balance leave the invoice Unpaid.

Required Privileges

The tab opens with the invoice record: INVOICES_LOOK or INVOICES_OPERATION. Recording and removing payments need INVOICES_OPERATION. Without it the row menu is missing and the form is refused.

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