Recording payments & deposits

An order keeps its money as a list of payments, one row per payment. Each row has its method, reference and who recorded it. Rows are never edited or deleted. What has been paid, what remains and the payment status are all read from that list.

Who can do this:

Before you start#

• The order must be Confirmed or Processing. A pending draft takes no payments.
• If the page shows "This order's total changed after its invoice was issued. Reissue the invoice before taking more money.", reissue the invoice first. Record payment stays greyed out until you do. See Correcting an issued invoice.

The Payments section#

Open the order. The Payments section shows Paid so far, Remaining and Total, then one row per payment with its Method, Received on, Recorded by and any note. A voided payment stays in the list next to the Reversal that undid it, with the reason. An order paid in more than one way also shows a Tendered by tile that lists each method.

Record a payment#

1. Open the order and press Record payment in the Payments section. (Picking Paid or Partially paid in the payment status menu opens the same dialog.)
2. Choose the Payment method: Cash, Card, Bank transfer, Store credit or Other.
3. Check the Amount. It starts with what remains. You can lower it for a part payment.
4. Fill in the optional fields if you need them.
5. Read the line under the amount. It tells you where the order will land: "This leaves the order paid" or "This leaves the order partially paid".
6. Press Record payment.

Fields#

Check a bank transfer#

A payment with the method Bank transfer is saved as Awaiting verification. It does not count toward what is paid until someone confirms the money arrived.

1. Get the slip. Either attach it when you record the transfer, press Upload slip on the transfer's row, or press Send slip link to email the customer a link where they can upload it.
2. Check the slip against your bank statement.
3. Press Verify or reject on the row. The Verify bank transfer dialog asks "Did the money arrive?".
4. Choose yes to verify it. The transfer starts counting toward what the order has been paid. Or choose no, give a reason, and press Reject transfer. Rejecting is final: the transfer never counts, and a new claim must be recorded as a new payment.

Slips that belong to no transfer#

A slip the customer uploads without naming a transfer appears under Unassigned transfer slips. The order cannot be completed until each slip is placed:

• Assign links the slip to a transfer that is awaiting verification.
• Record transfer records a new bank transfer from the slip.
• Dismiss asks for a reason. A dismissed slip stops blocking the order. It stays on record and can still be assigned later.

Deposits#

A pre-order or customized product can ask for a deposit up front. The order works out the figure from its lines. This is the rule. The figure shows as Deposit due now at checkout and on the pro-forma invoice, and in the order's Commitment section. The deposit is not a second price. The total does not change: the deposit is the first payment, recorded like any other and marked as the deposit.

To take a deposit, press Record deposit in the order's Commitment section. When you place an order that asks for a deposit, the Order placed dialog also offers Record deposit.

Set the deposit by hand#

Sometimes the rule is not what you agreed with the customer. You can decide the figure yourself while the order is Pending or Confirmed:

• While building or editing the order: type a figure in Deposit (set by hand) in the order summary. Leave it empty to use the rule.
• From the order page: press Set deposit amount (or Edit deposit amount once one is set) in the Commitment section. Type the figure and an optional Note, then press Save. Clear deposit goes back to the rule.

What you enter is kept beside the rule, not in its place:

• Zero means no deposit. The order asks for nothing up front, and the invoice prints no due-now line.
• The deposit can never be more than the order total. A higher figure is cut to the total.
• The Deposit tile reads Set by hand · Rule with the rule's figure, so everyone can see both.
• If an edit lowers the total below your figure, the figure comes down with it.
• Every change is recorded in the order's history.

Once the order is Processing, the deposit can no longer be changed.

Void a payment recorded by mistake#

A payment recorded by mistake is voided, not deleted. A reversal row is added, both rows stay visible, and the reason is kept. You can void while the order is Confirmed or Processing. Once it is completed, money moves through returns and refunds.

• One payment: press Void on its row. The Void payment dialog asks for a Reason. As it says: "Both rows stay on the record. To correct the amount, void this payment and record the right one."
• Several payments: pick Partially paid or Pending in the payment status menu to open Void payments. Tick the rows to reverse, give a Reason, and confirm. A deposit row has a Deposit mark. Reversals and refunds are shown but cannot be picked. The dialog states the result first: "The order stays partially paid" or "The order returns to pending". Opened from Pending, every row is picked and locked: "Every payment is voided to return the order to pending".

An order paid before payments were kept as rows shows one row marked Recorded before the ledger. It can be voided as a whole, not in parts.

When the customer has paid too much#

If an edit lowers the total below what has been paid, the order owes money back. It shows a Refund due pill with the figure and cannot be completed until that is settled. You have two choices:

1. Void a payment that should never have been taken, as above.

2. Refund the excess. Press Refund excess in the Payments section. The dialog shows what The order owes back, then asks for:

   • Refund against: the payment the money comes off (the newest by default). "The excess comes off this payment's method in every tender figure."
   • Amount: up to what is owed back.
   • Refund method: Cash return (then Physical cash, Bank transfer or Bank deposit) or Deduction / adjustment. Store credit is not offered here.

   The refund is issued straight away and shows in the Payments section as a Refund row. The order can then be completed.

Behind the scenes#

• The payment that covers the total makes the order Paid and issues its tax invoice.
• Every payment, void and refund is written to the order's history as its own event.
• In analytics, a sale paid two ways counts once under each method, with the amount each carried. A voided payment or a refunded excess is already taken off. See The metrics pages.

Troubleshooting#

Related pages#

Payment status · How invoices work · Editing & cancelling orders