Take and record payments

Record a payment

1. Open the invoice → Record Payment (header, the strip, or the Payments & Credits card).
2. Enter the Amount (inc GST), Payment Method (Bank Transfer, Card, Cash, Finance, Cheque, Other), Payment Date, Reference / Receipt # and notes.
3. Record Payment. The balance and status update straight away.

• Part payments: record less than the balance and the invoice goes to Part Paid. Record the rest later.
• You can't record more than the balance owing. Take the outstanding amount, or issue a credit for the difference.
• Remove a payment with the ✕ on its row in Payments & Credits (it's removed from Xero too if it went there).
• Paid This Month on the invoice list is cash collected, by payment date.

Card surcharge

With Card Payment Surcharge on in Settings → Quotes & invoices→, choosing Card offers Add card surcharge (x%). Overtype the figure with the exact surcharge on the EFTPOS receipt if it differs. A GST-inclusive "Card payment surcharge" line is added to the invoice and the payment is recorded for the new balance, so the invoice, GST and Xero all match the card terminal. On an issued invoice this asks for the amend password if you set one. Australian rules only let you pass on your actual cost of card acceptance.

Deposits

• A deposit taken on the sales order (Record Payment on the order) sits on the order. When the final invoice is raised, the order's deposit comes off it as a deposit credit.
• If a deposit is still held on the order and not credited, the strip shows it: Apply deposit, or More → Apply Deposit from Order.
• Deposit due now (under the totals) asks the customer for part now and the rest on completion; the pay page offers "Pay the deposit now".
• Billing a build in stages? Use the order's Payment Schedule for progress invoices. A progress invoice is paid on its own; the order's deposit never comes off it.

Refunds, write-offs, credit

• More → Record Refund — money given back (amount, method, date, reference). Only once money has been received.
• More → Write off $x residual — for GST-rounding leftovers of $2 or less; marks the invoice paid. Not for bad debt.
• To reduce what's owed, raise a credit note→ and apply it.

Xero and QuickBooks

With Push payments to Xero on, payments recorded here go to Xero hourly; with Pull payments from Xero on, a payment reconciled in Xero comes back to the invoice and its sales order. A payment shows a Xero tag when Xero knows it. QuickBooks sends payments as you record them. See Xero→ and QuickBooks→.

Who can do it

Record payments and Give discounts are permissions in Settings → Roles→. Record payments covers recording and removing payments and refunds, on invoices and at the Showroom POS (cash, EFTPOS and other tenders; a card payment through Stripe is recorded for you). Without it, Record Payment and Record Refund show greyed out with a note saying why. Owners and admins always have it, and so do managers and sales staff unless you take it off. A role you have never set up in Settings → Roles can still do everything.

If something's not right

• "Payment exceeds the … balance owing" — record the outstanding amount only.
• "Counted as paid … more than its total" — usually a deposit also receipted in Xero, or a duplicate payment. Check the payments against Xero and remove the extra one.
• Record Payment isn't offered — the invoice is still a draft (approve it first), or it's voided or cancelled.
• Record Payment is greyed out — your role doesn't have Record payments. An owner or admin can tick it in Settings → Roles→.