Recording Payments

How to record a new payment in the system and apply it to one or more orders. ## Overview Record payments when clients pay for services. Payments can be applied to single orders or split across multiple orders from the same company. ## Accessing Payment Recording ### From Payments Module 1. Navigate to **Accounting** → **Payments** 2. Click **Record Payment** button ### From Order Details 1. Open any order 2. Click **Record Payment** button 3. Order is pre-selected ### From Outstanding Orders Panel 1. Click on an outstanding order 2. Click **Record Payment** in the order details ## Recording Steps ### Step 1: Select Orders 1. Choose client company 2. Select orders to apply payment to 3. Review outstanding amounts 4. Click **Next** ### Step 2: Enter Payment Details 1. **Payment Date**: Date payment was received (defaults to today) 2. **Payment Amount**: Total amount received 3. **Payment Method**: How client paid 4. **Reference Number**: Check number, transaction ID (optional) 5. **Notes**: Internal notes (optional) ### Step 3: Allocate to Orders If multiple orders selected: **Proportional Allocation** (Automatic): - System distributes payment proportionally - Based on each order's outstanding amount **Manual Allocation**: - Specify exact amount for each order - Total must equal payment amount Example: ``` Payment: $500 ├── Order #1001: $300 (60%) ├── Order #1002: $150 (30%) └── Order #1003: $50 (10%) Total: $500 ``` ### Step 4: Review and Save 1. Verify all details 2. Check allocation amounts 3. Click **Save Payment** 4. Payment recorded and orders updated ## Payment Methods ### Cash - Payment received in person - No reference number needed - Receipt recommended ### Check - Enter check number in reference field - Bank hold period may apply - Record bank deposit date in notes ### Credit Card - Enter transaction ID - Card type stored automatically - Includes processing fees ### ACH / E-Check - Direct bank transfer - Enter confirmation number - May have 1-3 day processing ### Other Methods - PayPal, Venmo, Zelle, etc. - Enter transaction reference - Record platform in notes ## After Recording ### Automatic Updates - Order outstanding amounts update - Payment appears in payment list - Receipt can be sent to client ### Send Receipt 1. After saving, click **Send Receipt** 2. Verify recipient email 3. Customize message if needed 4. Send immediately ### View Payment - Payment details page shows all information - View applied orders and allocations - Edit or refund if needed ## Related Topics - [Payment Details](../pages/payment-details.md) - [Outstanding Orders](../pages/outstanding-orders.md) - [Payment Amount Field](../fields/payment-amount.md)