Sales Payments & Receivables

1. RECORDING A PAYMENT — STEP BY STEP

1. New Payment — pick the Customer who's paying.
2. Their open invoices load automatically, each showing its current Balance Due — you don't have to go look this up separately.
3. Enter the amount received and the payment method, and apply it against one invoice or split it across several — a single customer payment doesn't have to match a single invoice one for one.
4. Save. Each invoice you applied money to has its Balance Due reduced immediately, its status updates (e.g., toward Paid), and the customer's overall Due Collections balance drops to match.

2. ADVANCE PAYMENTS

If a customer pays before any invoice exists yet — a deposit, a pre-order payment — that amount is recorded as an advance and held on their account rather than being forced against an invoice that doesn't exist. When new invoices are created later, that advance gets applied automatically according to whichever Applied Advance strategy your business has configured in Settings (spread proportionally across open invoices, applied in full to the oldest first, or held for the most recent) — so you never have to remember to manually apply an old deposit.

3. THE PAYMENTS LIST — Collections at a Glance

Sales → Pays Received shows every payment with Payment No, Customer, Date, and the invoice(s) it was applied to, filterable by Customer, Location, Invoice Ref, Order No, and date range. Payment History on a customer's own record shows their complete collections story in one place — every invoice, every payment, every remaining balance — without cross-referencing multiple screens.

4. HOW IT CONNECTS TO THE REST OF THE SYSTEM

• Sales Invoicing — payments directly reduce invoice balances in real time; there's no batch process or delay between recording a payment and seeing an invoice update.
• Accounting — payments post to Cash/Bank and Accounts Receivable in the general ledger automatically.
• Cash Flow Dashboard — Money In, Receivables, and Overdue widgets are all reading this same live payment data, so what you see on the dashboard this morning already reflects a payment recorded five minutes ago.
• Customer record — every customer's Payment History and running balance live on their own profile page for a full relationship view.

5. WHY IT SCALES FROM SMB TO ENTERPRISE

Quick Reference

  Payments list ............................ Sales > Pays Received
  Record a new payment ..................... Sales > Pays Received > New Payment
  Advance allocation strategy .............. Settings > Sales > Applied Advance
  Related: Sales Invoicing ................. Sales > Invoices