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Invoice - payment details

When entering your invoice details, if a payment has already been received you can enter these details at the same time. This streamilines the process as it means you don't need to open a separate payment window.

Note: This option is not available when creating credit notes

1. Open the Invoice window > Payment Details tab.

2. Enter the payment details.  

   Tip: If you have received a deposit, you can also enter the amount in the Payment Amount.
   

   Payment Details

   Payment Ref	Enter a reference that relates to the payment using up to thirty characters. This information appears in the audit trail and on the customer activity.
   Bank Account	Enter the nominal code of the bank account where you want the payment to go.
   Payment Amount	Enter the payment amount to be allocated to the invoice. You can use the Calculator button to help calculate the amount. Entries in this section appear in the Less Deposit section of the Details Tab.

   If you are using Sage Pay to record a card payment see, Sage Pay - How to set up and use Sage Pay.

3. Using the Payment Type options, choose how you want the payment to update your records.

   Note:  If you are creating an invoice from Sales Order Processing, these options are not available.

   Payment Type

   Payment already received	Select this if you have already recorded the payment into your bank account. The deposit appears on the sales order but it does not update your bank account as it has already been accounted for.
   Post as Payment on Account (SA)	Select this if you want the payment to update the customer’s account and the bank account when you save it. This option creates an SA transaction - sales payment on account. Tip: If you then decide you want to allocate the payment to the sales order, use Customer > Receive Payment.
   Allocate Payment to Invoice (SR)	Select this to allocate the customer's payment to this invoice as well as update the bank account. This option creates an SA transaction - sales receipt. Accounts Professional users only If you have updated this invoice from a sales order that contains payment details, this window displays a note informing you that a payment on account has already been posted for the sales order. You can post another payment on account or allocate a payment to the invoice. For example, if your customer paid a deposit against the sales order you could post a payment on account against the sales order and then post a second payment on account or allocate a payment against the invoice for the outstanding balance.

   Using VAT Cash Accounting or the UK Flat rate - cash based VAT scheme

   If the payment exceeds the invoice value the tax liability of the overpayment must be accounted for. The overpayment posts as a payment on account.

   Before the invoice is saved you are prompted to apply a tax code to the overpayment. The default tax code from the customer's record appears by default but you can choose another from the drop-down list. Alternatively you can cancel, return to the invoice and amend the payment to match the order value.

4. Click Save.