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Recording a Payment

Learn how to record payments received from customers.

💳 Payment Recording Workflow​

Recording a payment updates the invoice balance and tracks money received.

Step 1: Navigate to Payments​

Option A: From Payments Section

  1. Go to Payments from the main menu
  2. Click "Record Payment" or "Add Payment"

Option B: From Invoice

  1. Open the invoice
  2. Click "Record Payment" button

Step 2: Select Invoice​

If starting from Payments section:

  1. Click the Invoice dropdown
  2. Search for the invoice number or customer
  3. Select the correct invoice

Sample: INV-2024-001 - John Doe - ₹47,200

Outstanding Invoices

The dropdown typically shows only unpaid or partially paid invoices.

📝 Payment Details​

Payment Date​

When the payment was received.

Default: Today's date

Format: November 20, 2024

Backdating

You can select a past date if recording a payment received earlier.

Payment Amount​

The amount received from the customer.

Full Payment Example: ₹47,200

Partial Payment Example: ₹20,000

Amount Validation
  • Cannot exceed invoice balance
  • Must be a positive number
  • System shows remaining balance after this payment

Invoice Total: ₹47,200
Payment: ₹20,000
Remaining Balance: ₹27,200

Payment Method​

How the customer paid.

Options:

  • Bank Transfer - Direct bank transfer
  • Credit Card - Card payment
  • Debit Card - Debit card payment
  • Cash - Physical cash
  • Cheque - Check payment
  • UPI - UPI payment (India)
  • Online Gateway - Razorpay, Stripe, etc.

Sample Selection: Bank Transfer

🔢 Reference Details​

Transaction ID / Reference Number​

Unique identifier for the payment.

Examples by Method:

Bank Transfer:

TXN20241120-123456
REF-HDFC-987654
IMPS/N20241120/1234567

UPI:

UPI/412345678901/JOHN DOE/HDFC
241120123456789

Credit Card:

AUTH-123456
CARD-20241120-789

Cheque:

CHQ-123456
ICICI-678901

Cash:

CASH-REC-001
Receipt #45
Always Record References

Transaction IDs help with reconciliation and dispute resolution.

Bank Name (Optional)​

For bank transfers and cheques.

Examples:

  • HDFC Bank
  • State Bank of India
  • ICICI Bank

Card Details (Optional)​

For card payments:

  • Last 4 Digits: 1234
  • Card Type: Visa, Mastercard, RuPay
Security

Never store full card numbers. Only last 4 digits.

📄 Additional Information​

Notes​

Internal notes about the payment.

Sample Notes:

Received via NEFT from customer's HDFC account
Transaction confirmed on November 20, 2024
Partial payment - remaining balance to be paid by December 15

Receipt Number​

Auto-generated or manual receipt number.

Format Examples:

  • REC-2024-001
  • PAY-20241120-001
  • RCPT-001234

Email Receipt​

Checkbox: ☑ Send receipt to customer

When checked, customer receives payment receipt via email.

✅ Saving the Payment​

Review all details and click:

"Record Payment" or "Save Payment"

The system will:

  1. ✅ Save the payment record
  2. ✅ Update invoice balance
  3. ✅ Update invoice status (if fully paid)
  4. ✅ Send receipt email (if selected)
  5. ✅ Show confirmation message

📧 Payment Receipt Email​

If "Send receipt" is checked, customer receives:

Sample Receipt Email:

Subject: Payment Receipt - REC-2024-001

Dear John Doe,

Thank you for your payment!

Payment Details:
Amount Received: ₹20,000
Payment Date: November 20, 2024
Payment Method: Bank Transfer
Transaction ID: TXN20241120-123456

Invoice: INV-2024-001
Invoice Total: ₹47,200
Amount Paid: ₹20,000
Balance Due: ₹27,200

Please keep this receipt for your records.

Thank you for your business!

LKG for Billing Team

💡 Sample Payment Scenarios​

Scenario 1: Full Payment​

Invoice: INV-2024-001
Invoice Total: ₹47,200

Payment Details:
Amount: ₹47,200
Date: November 20, 2024
Method: Bank Transfer
Reference: TXN20241120-123456

Result:
Invoice Status: PAID ✅
Balance: ₹0

Scenario 2: Partial Payment (Installment 1)​

Invoice: INV-2024-001
Invoice Total: ₹47,200

Payment 1 Details:
Amount: ₹20,000
Date: November 20, 2024
Method: UPI
Reference: UPI/412345678901

Result:
Invoice Status: PARTIALLY PAID
Balance Remaining: ₹27,200

Scenario 3: Partial Payment (Installment 2)​

Invoice: INV-2024-001
Invoice Total: ₹47,200
Previous Payments: ₹20,000
Balance Before: ₹27,200

Payment 2 Details:
Amount: ₹27,200
Date: December 15, 2024
Method: Bank Transfer
Reference: TXN20241215-789012

Result:
Invoice Status: PAID ✅
Balance: ₹0

Scenario 4: Cash Payment​

Invoice: INV-2024-002
Invoice Total: ₹5,000

Payment Details:
Amount: ₹5,000
Date: November 20, 2024
Method: Cash
Reference: CASH-REC-045
Notes: Received in office, receipt issued

Result:
Invoice Status: PAID ✅
Balance: ₹0

❌ Common Errors​

Amount Exceeds Balance​

Error: "Payment amount cannot exceed invoice balance"
Solution: Enter amount ≤ remaining balance (₹27,200)

Invalid Date​

Error: "Payment date cannot be in the future"
Solution: Select today or a past date

Missing Reference​

Warning: "Transaction reference is recommended"
Action: Add reference number for better tracking

No Invoice Selected​

Error: "Please select an invoice"
Solution: Choose an invoice from the dropdown

🎯 After Recording Payment​

Once payment is recorded:

  1. Invoice Updated - Balance reflects new payment
  2. Payment Listed - Appears in payments list
  3. Receipt Available - Download or print receipt
  4. Reports Updated - Included in payment reports
  5. Customer Notified - Receives receipt email

Next Actions​

  • View Receipt - Download PDF receipt
  • Print Receipt - Print for records
  • Record Another - Log another payment
  • View Invoice - Check invoice status

💡 Payment Recording Tips​

Best Practices
  1. Record Promptly - Log payments on same day received
  2. Verify Amount - Match with bank statement
  3. Include Reference - Always note transaction ID
  4. Check Invoice - Ensure correct invoice selected
  5. Send Receipt - Always email receipt to customer
  6. Keep Documents - Attach payment proof if possible
  7. Reconcile Weekly - Match with bank statements regularly
  8. Note Unusual Payments - Add notes for partial/late payments

🔄 Editing Payments​

If you make a mistake:

Recent Payments (within 24 hours):

  1. Go to Payments list
  2. Find the payment
  3. Click Edit
  4. Update details
  5. Save changes

Older Payments:

  • May require manager approval
  • Delete and re-record if needed
  • Add correcting note

📊 Payment Reconciliation​

Match recorded payments with bank statements:

  1. Export payments for date range
  2. Compare with bank statement
  3. Mark as reconciled
  4. Investigate discrepancies

🚀 Next Steps​

Payment recorded? Learn about generating reports next! 👉