Record payments and update balances
Only verified, allocated funds reduce an invoice balance.
- Open Payments and record a payment for the correct customer.
- Enter amount, currency, payment date, method and a useful reference.
- Turn on Funds verified only after independently checking the money arrived.
- Allocate the verified payment to the intended invoice or invoices.
Leave Funds verified off to record an unverified claim. A claim does not reduce balances or stop reminders.
Record directly from an invoice
Open an unpaid invoice and choose Record payment. Customer and currency are fixed; the amount starts at the outstanding balance. Change it for a partial payment. When you explicitly check Funds verified, saving records and allocates the payment to that invoice. Leave it unchecked to save a claim in Payments without changing the balance.
Example
A customer owes INR 25,000.00. You verify a payment of INR 10,000.00 and allocate it to that invoice. Its status becomes Partially paid, with INR 15,000.00 outstanding.
A payment may cover several invoices for the same customer. Allocations must fit the available payment amount and use the same currency. Verified but unallocated funds do not automatically settle a particular invoice.
Corrections
Use the supported reversal or adjustment action and give a reason. Do not create a second payment just to hide an error. History retains corrections for traceability.
What happens to reminders?
Partial settlement uses the remaining balance. Full settlement cancels future reminders after processing. Already accepted email cannot be recalled, and a send already in progress can race with a payment update.
A customer's email saying “paid” is not verification. Check the actual funds first.