While viewing the invoice from the admin area click on the + Payment button to record a new invoice payment, after which a new view will be shown including the record payment form.
Keep in mind that the + Payment button will be shown only if the user has permission "CREATE" to process payments, also this button will be disabled if the invoice is with the status Paid or Cancelled.
- Amount Received – The total amount that is paid for this invoice, this field will be auto-populated based on the invoice due amount.
- Payment Date – Select the date for the payment, by default, the current date will be selected.
- Payment Mode – You need to select one of the available payment modes for this invoice. Is payment mode not shown on the list? Click here to read more.
- Additionally, you can add payment notes.
- Do not send invoice payment recorded email to customer contacts – If checked no email will be sent to the customer in regards to recording a payment for the invoice. In case you want to disable this option you can disable the email template in Setup->Settings->Invoice Payment Recorded (Sent to customer contacts), after the template is disabled, this field won’t be shown and no email will be sent to the customer.
- Click Save
After the payment is recorded, the invoice status will be automatically updated based on the total amount. If the full amount is recorded, the status will be updated to Paid, otherwise updated to Partially Paid.
Email sent to customer contacts
If “Do not send invoice payment recorded email to customer contacts“ is unchecked after payment is recorded, an email with the payment record in PDF attached will be sent directly to the customer.
To edit the email content go to Setup -> Email Templates -> Invoice Payment Recorded (Sent to customer contacts).
Email sent to staff
Additionally, the system will send another email (Invoice Payment Recorded (Sent to staff) to the invoice sales agent and invoice creator. This email too will be sent when the customer pays the invoice online via an online payment gateway.
Keep in mind if the payment is recorded via the admin area and by a staff member, he/she won’t receive an email.