What it is
The payment modal (titled Record payment), where you log how much the customer has paid you against an invoice (or against an order not yet invoiced, as a deposit). It is not a screen of its own: it opens from the Payment instruments screen (Sales menu), from an invoice, or when you close or invoice a sale with an outstanding balance. To see and filter every payment due date, use the Payment instruments screen.
What it is for
- Logging payments received from customers.
- Logging payments made to suppliers.
- Recording deposits against a work order or order before the invoice is issued.
- Seeing what is still outstanding and reconciling it with each invoice.
- Reading the complete payment history of an invoice at a glance.
How to use it
- Open the payment modal: from the Payment instruments screen (click a row or Manage payments), from an invoice, or when you close or invoice a sale with an outstanding balance.
- In the Record payment modal, check the summary of the instrument (Amount / Paid / Outstanding / Payment date) and, if you are creating a payment from scratch, choose the customer and the document type (WO / Delivery note / Invoice toggle).
- Type how much you are taking in the Pay field of each line (or use the automatic distribution) and click Save.
The payment modal
When you record a payment, the Record payment modal opens. It is divided into several areas:
1. Payment instrument (top)
If the invoice has a Payment instrument, a header appears with the summary:
- Total Amount of the instrument.
- Paid so far.
- Outstanding (what is left to collect).
- Payment date (the due date of the instrument).
That way you know at a glance how much the customer owes and by when, without leaving the modal.
2. Payment header (customer and document)
You choose the Customer, the document type with the WO / Delivery note / Invoice toggle, and you fill in Payment date, Payment type and Payment method.
3. Distributing amounts
If you want to split an amount across several lines automatically, type the Amount to distribute (or the Percentage (%)) and choose the mode with the Equal / Sequential toggle. You also have the Pay all and Clear buttons for quick actions.
4. Table of lines (middle)
The table where you record the payment, line by line. Each row shows Line, Total, Paid, Outstanding and the Pay field where you type how much you are taking. Under Actions you have the Pay in full, Refund all and Clear icons for each line. Clicking the name of the Line opens the Payment history for that line.
The amount you can take per line is capped at the outstanding balance. You cannot collect more than is left on that line: the system will not let you go past the outstanding amount.
5. Consolidated history (bottom)
The Payments taken section lists, with its counter, every payment already recorded on the invoice (Date, Amount, Payment type, Payment method), gathered in one place. From there you can Edit or Delete a particular payment.
Deposits (taking payment before invoicing)
You can record payments against a work order or an order before invoicing it. That is a deposit.
- When you invoice that order, the deposit is automatically counted as paid on the payment instrument of the invoice.
- The line keeps its identifier as it moves from work order to invoice, which is why the earlier payment carries over without you having to log it again.
Tax note: recording the payment internally is your own business. The obligation to issue a deposit invoice (with VAT) only applies to anyone who invoices with VAT, and it falls outside what this screen covers.
Asking about payment when closing or invoicing
When you close or invoice a sale that still has an outstanding amount, the system asks you first: "Do you want to record the payment now?". The payment modal only opens if you say yes (it no longer opens straight away).
Behaviour according to the customer's payment terms:
| Situation | What the system does |
|---|---|
| Customer pays on the spot (payment terms of 0 days) | The modal pre-selects the outstanding amount (payment in full). |
| Customer pays on terms | It opens the modal without pre-selecting anything, so that you can log a partial deposit. |
| Invoice already paid 100% | It asks nothing. |
| You move from work order to delivery note or invoice, customer pays on the spot and has not paid | It also asks whether you want to record the payment. |
Buttons and actions — what each one is for
Wording exactly as you see it on screen. For toggles, both options are documented.
How the payment modal opens
The Record payment modal has no list screen of its own. It opens from:
| Entry point | What it does |
|---|---|
| Payment instruments → click a row or Manage payments | Opens the payment modal for that invoice. It is the main route for seeing due dates and taking payment. |
| From an invoice | Opens the payment modal for that particular invoice. |
| When closing / invoicing a sale with an outstanding balance | The system asks "Do you want to record the payment now?"; if you accept, it opens the modal. |
"Record payment" modal — header and instrument
| Button / Control (wording on screen) | What it is for |
|---|---|
| Record payment | Title of the modal where a payment is recorded or edited. |
| Payment instrument | Header with the summary of the instrument for the invoice (only if there is one). |
| Amount | (Instrument summary) Total amount of the payment instrument. |
| Paid | (Instrument summary) Amount of the instrument already collected. |
| Outstanding | (Instrument summary) Amount of the instrument still to collect. |
| Payment date | (Instrument summary) Due date of the instrument. |
| Customer | Search box for selecting the customer for the payment. Type the name and pick from the list. |
| WO | Toggle: filters the customer's documents by Work Order. |
| Delivery note | Toggle: filters the customer's documents by Delivery note. |
| Invoice | Toggle: filters the customer's documents by Invoice. |
| Payment date | The date on which the payment is taken. |
| Payment type | Classification of the payment (Bank transfer, Cash, Cheque…). Mandatory. |
| Payment method | The specific form of the payment (Card, Direct debit…). Mandatory. |
"Record payment" modal — distributing amounts
| Button / Control (wording on screen) | What it is for |
|---|---|
| Amount to distribute | The total amount you want to split automatically across the outstanding lines. |
| Percentage (%) | The percentage to apply in the distribution. It is worked out on its own when the amount changes (and the other way round). |
| Equal / Sequential | Toggle for the distribution mode. Equal = applies the same percentage of the outstanding balance to each line. Sequential = fills the lines one by one, in order, until the amount runs out. |
| Pay all | Marks every outstanding line as paid in full. |
| Clear | Sets the amount to collect on every line to zero. |
| Clear amount | Sets the amount to zero when there is only one line. |
"Record payment" modal — table of lines
| Button / Control (wording on screen) | What it is for |
|---|---|
| Line | Name of the line (item/service). Clicking it opens or closes its payment history. |
| Total | Original total amount of the line. |
| Paid | Amount of the line already collected. |
| Outstanding | Amount of the line still to collect (Total − Paid). |
| Pay | Field where you type how much you are taking on that line. Capped at the outstanding balance. |
| Actions | Column with the quick action icons for each line (see below). |
| Pay in full (icon) | Fills the Pay field of the line with its whole outstanding balance. |
| Refund all (icon) | Returns/refunds everything collected on the line. It only appears if the line has something paid. |
| Clear (icon) | Sets the amount to collect on that line to zero. |
| View payments / Hide payments (icon) | Opens (View payments) or closes (Hide payments) the payment history of the line. |
| Summary | Final row of the table with the overall totals (Total, Paid, Outstanding, Pay). |
"Record payment" modal — history of one line
| Button / Control (wording on screen) | What it is for |
|---|---|
| Date | Date of the recorded payment. |
| Amount | Amount of that payment. |
| Payment type | Payment type of that payment. |
| Payment method | Payment method of that payment. |
| Edit (icon) | Edits the payment in the row itself (inline editing). |
| Delete (icon) | Deletes that payment. It asks for confirmation. |
| Save (icon) | Confirms the changes made by the inline editing of the payment. |
| Cancel (icon) | Discards the inline editing of the payment. |
| No payments recorded | Message that appears when the line you opened has no payments yet. |
"Record payment" modal — consolidated section and footer
| Button / Control (wording on screen) | What it is for |
|---|---|
| Payments taken | Section with the history of all the payments on the document, with its counter. |
| Opens the print selector for the document you are collecting on, with three options: Print document, Print ticket (invoices only) and Send by email. It lets you hand over the receipt without leaving the payment modal. It is disabled while there is no document and no lines loaded. | |
| Save | Saves the payment and closes the modal. It is disabled if mandatory fields are missing. |
| Cancel | Closes the modal without saving. |
"Share" modal opened from the Print button of the payment modal
The button in the payment modal is still called Print; the window it opens is titled Share (it is the same window as in the sales list, where it used to say "Print"). From the payment modal only these three options appear — there are no multiple downloads and no Direct.
| Button / Control (wording on screen) | What it is for |
|---|---|
| Print document | Document with its lines, using the default print template. |
| Print ticket | Document in ticket format. Only available for invoices; on orders and delivery notes it shows as Only available for invoices. |
| Send by email | Opens the email to the customer with the PDF of the document attached. |
Key concepts
- Payment: a record of money received from a customer (or paid to a supplier), tied to one or more lines of an invoice, order, delivery note or quote.
- Payment instrument: a document that groups several payments on the same invoice, with its due date and its status (outstanding, partial, paid, overdue). Its summary appears in the header of the modal.
- Line (of a payment): each row of a document representing an item or a service. It can have partial or full payments.
- Amount to distribute: the amount you want to split automatically across several outstanding lines, by Percentage (%) or Sequential.
- Equal distribution (Equal toggle): splits it by applying the same percentage of the outstanding balance to each line with a balance.
- Sequential distribution (Sequential toggle): fills the lines one by one, in order, until the amount runs out or each line's outstanding balance is covered.
- Outstanding: what is still left to collect on a line. Outstanding = Total − Paid. The system never lets you collect more than the outstanding amount.
- Payment type: classification of the payment (Bank transfer, Cash, Cheque…).
- Payment method: the specific form of the payment (Credit card, Direct debit…).
- Payment history: the sub-table that lists every partial payment on a line (Date, Amount, Payment type, Payment method). It opens with View payments and lets you Edit or Delete each payment.
- Payments taken: the consolidated history with all the payments on the document, gathered at the bottom of the modal.
- Customer: the party that pays (the debtor). You select them to see their documents with an outstanding balance.
- WO / Delivery note / Invoice: the three types of sales document you switch between with the toggle. WO = Work Order, Delivery note and Invoice.
Permissions
- Requires
access_pay.
Related
- Payment instruments (
/efectosCobro, Sales menu): lists every payment due date on your invoices, with aging KPIs and filters. Clicking a row opens this same payment modal.
Frequently asked questions
Q: How do I record a new payment?
A: Open the Record payment modal from Payment instruments (click the row or Manage payments), from an invoice, or when invoicing/closing a sale. Choose the Customer, the document type with the WO / Delivery note / Invoice toggle, set the Payment date, Payment type and Payment method, type how much you are taking in the Pay field of each line and click Save.
Q: Where is the Payments screen / where do I find the payment instrument?
A: The old "Payments" screen was replaced by Payment instruments (Sales menu). There you see every payment due date with its KPIs and filters; the payment itself is recorded by opening this modal from a row or from Manage payments.
Q: Can I print the invoice or the ticket from the payment modal itself?
A: Yes. In the Record payment modal click Print and choose between Print document, Print ticket (only if you are collecting on an invoice) or Send by email. It uses the default print template, the same one as from the document list, so you can hand the receipt to the customer without closing the payment modal. If the button is disabled, the modal does not have a document and lines loaded yet: choose the customer and the document type first.
Q: What is the "Pay all" button for?
A: It marks every outstanding line as paid in full in one go, filling its Pay field with the outstanding balance. Handy when the customer pays the whole invoice.
Q: What are the "Equal" and "Sequential" toggles for?
A: They are the two ways of splitting the Amount to distribute across the lines. Equal applies the same percentage of the outstanding balance to each line with a balance. Sequential fills the lines one by one, in order, until the amount runs out.
Q: How do I split an amount across several lines without typing line by line?
A: Type the amount in Amount to distribute (or a Percentage (%)) and choose the mode with the Equal / Sequential toggle. The system splits it automatically across the outstanding lines.
Q: Can I collect more than the customer owes on a line?
A: No. The Pay field of each line is capped at the Outstanding balance of that line.
Q: What is the difference between "Payment type" and "Payment method"?
A: Payment type is the general classification (Bank transfer, Cash, Cheque…). Payment method is the specific form (Credit card, Direct debit…). Both are mandatory when saving a payment.
Q: How do I see the earlier payments on a line?
A: Click the name of the Line or the View payments icon. The history opens with Date, Amount, Payment type and Payment method. To close it, use Hide payments. If the line has no payments you will see No payments recorded.
Q: How do I edit or delete a payment already recorded?
A: In the history of the line (or in Payments taken) use the Edit icon to change it in the row itself (then Save or Cancel) or the Delete icon to remove it (it asks for confirmation).
Q: What is "Refund all" for?
A: It is the icon in the Actions column that returns/refunds everything collected on that line. It only appears if the line already has something paid.
Q: What is the "Payment instrument" I see at the top of the modal?
A: It is the summary of the invoice: Amount, Paid, Outstanding and Payment date (the due date). It only appears if the invoice has a payment instrument. To see every due date, use the Payment instruments screen (Sales menu).
Q: I took a deposit on the work order. Do I have to log it again when I invoice?
A: No. When you invoice, that deposit already shows as collected on the instrument of the invoice.
Q: Where do I see every payment on an invoice at once?
A: In the Payments taken section, at the bottom of the modal, with the record counter.
Q: Why does it sometimes ask me whether I want to take payment and sometimes not?
A: It only asks when there is an amount still outstanding. If the invoice is already paid 100%, it does not ask.
Q: I clicked Pay in full by mistake. How do I undo it?
A: With the Clear icon on that same line: it empties the Pay field and the line goes back to having no amount. Pay in full only fills that field, it does not collect anything: until you save the payment, no movement has been recorded, so you can also close the modal without saving and no trace will be left. The same applies to undoing Refund all. There is no need to touch filters or statuses for this.