Follow customer payments and invoice settlement

Where: invoice detail → Payments, or Order invoice and journal → Record Payment / payment count.
Who: Payment viewing and the relevant create/post/allocate permissions. Invoice allocation requires a Posted or Partially paid invoice with a positive balance.

This page explains how payments affect invoices. The Payments workspace owns receipt creation, posting and allocation; the Invoicing screen does not collect funds from a bank or card processor.

Two paths, one invoice balance

The generic Payments button opens a list filtered by customer and business unit. It does not preselect an allocation to this invoice. Check the invoice number in every allocation.

Path A: order-specific Record Payment

1. From the invoice, select Order invoice and journal.
2. Select Record Payment, 1 Payment or the existing payment-count button to open the order's Invoice Payment page.
3. Select Record Payment there.
4. Enter the actual received amount, method, date, reference and notes.
5. Save, then check the invoice balance and payment table.

Field	Example	Guidance
Amount	200.00	Positive, no more than current amount due; up to four decimals
Payment Method	Bank transfer	Actual method used: Cash, Bank transfer, Card, Cheque, Online or Other
Payment Date	08/11/2026	Actual received date
Reference Number	FPS-77812	Evidence/reference for the real receipt
Notes	First instalment	Relevant context

This order-centric operation records and allocates the receipt to the invoice. The table shows payment number/date, allocated and base allocated amounts and journal information. It is different from merely saving a generic draft receipt.

Example: two instalments

Action	Allocated in this step	Paid / credited	Amount due	Invoice status
Post the original bill	0	0	327.60	Posted
Record first received instalment	200.00	200.00	127.60	Partially paid
Record remaining receipt	127.60	327.60	0	Paid

Use two actual receipts for two actual customer payments. Do not create a second receipt because the first one has not yet been allocated or refreshed.

Path B: Payments workspace

For an existing posted customer receipt, open it through Payments, then use Allocate to invoice:

1. Search by Invoice number with Find invoices.
2. Select the compatible Invoice.
3. Enter Amount and optional Notes.
4. Select Allocate and review the updated balances.
5. Return to the invoice and select Reload.

The compatible invoice must match customer Partner, business unit and transaction currency. A Draft, Paid or Cancelled invoice is not an allocation target. The amount is bounded by both payment availability and invoice amount due.

If starting a new receipt in Payments, use its Save draft receipt, Post receipt and Allocate to invoice steps. Creation of a generic Draft does not settle the invoice; neither does posting without allocation. These related steps need their own permissions, rather than invoice-only access.

Example: payment present, bill still due

An invoice is due 327.60 and a posted receipt for 200 exists for Café Aroma. Until that receipt has an allocation to this invoice, the invoice remains due 327.60. After allocating 200, it is due 127.60.

The filtered list may contain other invoices' receipts, unallocated money or receipts in another state. Inspect the allocation rows, not just the list total.

Credits are also settlement

An existing posted credit note can reduce Amount due and increase Paid / credited. If 200 cash and 27.60 credit have settled the invoice, the remaining bill is 100. Do not receive another 127.60 on the assumption the credit is irrelevant. The current browser does not offer credit-write actions; see Credit notes.

Problems and recovery

Symptom	Check
Record Payment missing	Payment access, invoice Posted/Partially paid, positive amount due
No compatible invoice in allocation	Customer Partner, business unit, currency, invoice state and existing allocation
Amount exceeds outstanding balance	Reload; another receipt or existing credit may already have reduced it
Receipt is Draft	Post through its supported workflow before allocating
Operation timed out	Inspect payment/allocations and reload invoice before recording again
Invoice Paid but cash report is lower	Paid / credited may include credits; reconcile both sources

Payment processing and bank settlement are different. Reconcile recorded receipts with actual payment evidence; the invoice's Paid status alone is not a bank confirmation.