SIGNALS Documentation
API Reference

Recording a Payment

Record a customer payment against an issued invoice, apply verified provider cash, and read the resulting balance.

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Before you start

  • You need the payments.record permission and access to the invoice's warehouse.
  • The invoice must be issued. Record Payment is not offered on a Draft or Void invoice, nor on a deposit or pro-forma document that does not post.

Record a payment

  1. Open Finance → Invoices and select the invoice.
  2. Open the actions menu and choose Billing → Record Payment.
  3. In the Record Payment dialog, check Amount. It is pre-filled with the outstanding balance, in the invoice's currency. Change it for a part payment.
  4. Choose a Payment method: Bank transfer, Card, Cash, Cheque or Other.
  5. Enter the customer's Reference, such as a remittance number. It is optional.
  6. Choose Record.

Signals shows Payment recorded. and updates the balance. An invoice with a balance remaining shows as Partially paid; one with nothing outstanding shows as Paid. A Paid status does not confirm that money has reached the bank.

The amount must be at least 0.01. If the invoice changed while the dialog was open, for example because someone else recorded a payment, Signals refuses the payment with an error message instead of overwriting their change. Reload the invoice and try again.

Apply verified cash

When a customer pays through a payment provider and the receipt has been verified, the cash can be applied from the invoice.

  1. Open the actions menu and choose Billing → Apply verified cash. It is offered while the invoice has an outstanding balance.
  2. In Apply verified cash, choose the receipt, check the amount, and give a reason.
  3. Choose Apply cash.

Signals shows Verified cash applied. The list offers verified receipts that belong to the same account and the same currencies as the invoice and still have unapplied funds. The Settlement queue button on the Payments page opens the queue of provider receipts. Details are in Payments.

Find a payment later

  1. Open Finance → Payments, or go to /payments.
  2. Use the All, Payment and Refund chips to filter the list.
  3. Read the columns: Reference, Type, Method, Invoice, Account, Paid and Amount.
  4. Select a row to open the payment record.

The same payments appear on the invoice's own page.

Refunds

Refunds are recorded against the original payment through the API, not from a dialog on the invoice page. A refund records that money was returned; it does not send anything to the payment provider. See Refunds.

To reduce what a customer owes without cash changing hands, use Raising a Credit Note.

Reference Use it for
Payments Payment records, allocations, settlements and refunds
Invoicing & Payments Invoice lifecycle and postings
Issuing an Invoice Getting the invoice ready for payment