Entering a Payment

Related: The same payment form can be opened from the Invoices list or with slightly different labels on the screen. See Entering a Payment (alternate path) for that walkthrough.

When you receive money outside the online payment flow (cash, check, wire, and so on), record it on the invoice. Open the invoice, then open the Actions menu at the top and choose Enter payment. You need permission to create payments, and the invoice must still be payable—if you do not see this option, check the balance, status, or ask your administrator.

Earlier guides used a screenshot here. In current Xagle, Enter payment is under Actions, not under Other.

If the customer pays the full balance, the amount usually matches the open balance. For a partial payment, change the amount to what you actually received.

The payment date defaults to today. Change it if you need to match the real deposit or check date.

Choose the payment method. Your administrator can add more methods under System → Payment Methods.

Add a note if your team uses notes for bank references or reconciliation.

If your setup supports it, you can email the customer a payment receipt—use the option on the payment screen when you see it.

Submit the form to save the payment. The invoice balance and status update after you save.

You may also see Apply credit memo or Apply pre-payment in the same Actions menu when your invoice qualifies.

If you still cannot add a payment, confirm your role and that the invoice is not locked.