What this guide covers: the Payments ledger at Finance → Payments — recording a new payment, understanding what it's linked to, printing a receipt, and reversing a payment made in error.
What it doesn't cover: creating the invoice, bill or expense claim a payment gets recorded against — see Invoices & Bills and Expense Claims & Receipts.
What you're looking at
The header shows Paid This Month, Pending, Failed and Reversed totals, plus a 14-day activity chart. Filter pills: All, Pending, Paid, Partial, Failed, Reversed. The table/card list shows Date, Reference, Linked To (which invoice, bill or expense the payment belongs to — or "Unlinked" if it isn't attached to anything), Contact, and Amount, plus a direction icon showing whether money came in or went out.
Recording a payment
Click Record Payment to open a three-step wizard.
- Details — enter the Payment Amount, Payment Date, and a Reference / EFT Number. Choose a Payment Target from a grouped list: Receivables (your Issued invoices with an open balance), Payables (Approved bills with an open balance), or Approved expenses (Approved expense claims). Selecting a target shows its open balance. Add optional Internal Notes, then Review →.
- Review — confirms the amount, date, reference, what it's linked to, the open balance, contact and notes. Click Confirm Payment.
- Done — a success screen confirms the amount and date. From here you can Print Receipt or click Done to finish.
Reading a payment's detail
Click any payment to open its detail drawer: reference, what it's linked to, contact, when it was recorded (and reversed, if applicable), your notes, and a Direction indicator — "Money In — Invoice Payment Received", "Money Out — Bill / Expense Payment Sent", or "Standalone Transaction" if it isn't linked to anything.
Reversing a payment
Click Reverse Payment in the detail drawer. You'll be asked to confirm: "You are about to reverse a payment of {amount}. This action cannot be undone. The linked document will be updated to reflect the outstanding balance." Confirming updates the linked invoice, bill or expense claim's balance back to reflect that the payment no longer counts, and the payment itself is marked Reversed — it stays visible in the ledger for the record, it isn't deleted.
Status vocabulary
| Status | Meaning |
|---|---|
| Pending | Recorded but not yet confirmed as settled. |
| Partial | Covers part of the linked document's total, not all of it. |
| Paid | Settled in full. |
| Failed | Did not go through. |
| Reversed | Undone via "Reverse Payment" — permanent, cannot be un-reversed. |
Troubleshooting & FAQ
The invoice/bill I want to pay isn't in the Payment Target list.
Only Issued invoices, Approved bills, and Approved expense claims with a remaining balance are selectable. If a document is still Draft (invoice) or Draft/Submitted (bill), move it through its workflow first — see Invoices & Bills.
I reversed a payment by mistake. Can I undo the reversal?
No — record a new payment instead. Reversal is deliberately permanent so the ledger always reflects real events in order.
What does "Unlinked" / "Standalone Transaction" mean?
A payment recorded without picking an invoice, bill or expense claim as its target. It still appears in the ledger and totals, just without a document attached to it.