See what a quote has been paid, and put a payment on the right quote

Each quote shows only its own payments, paid and outstanding. What to do when a payment is not on a quote yet.

Where: web · Who can use it: People who can see payment details (Owner, Director, or anyone they have given access). Assigning a payment also needs the right to record payments.

Screens may differ slightly from what you see.

What it is for

A customer can have more than one accepted quote on the same job, for example a main bathroom and an ensuite. Every payment belongs to one quote, and each quote shows only its own money. So one quote's page never shows another quote as overpaid, and each quote's balance is right on its own.

Who can use it

Owner, Director, or anyone they have given access to payments: see the Payments & Receipts section on a quote, with its totals.
People who can record payments: use Assign on a payment that is not on a quote yet.
Everyone else: the section is hidden. You can still record a payment where you are allowed to. Ask a manager if you need to see the balance.

How to use it

Read a quote's balance

Open the quote from Quotes, then go to Payments & Receipts.
Read the lines under the heading: - Total paid: money recorded against this quote only. - Paid in full ✓, Outstanding: £…, or Overpaid by: £…: this quote's total compared with its own payments. - Quote total: the price of this quote.
When the job has two or more accepted quotes, a small note says that only the payments recorded against this quote are counted.

Put a payment on the right quote when you record it

Record it from the quote's own page (+ Add Payment on that quote). The payment goes on that quote.
If you record it from the job page and the job has one accepted quote, it goes on that quote.
If you record it from the job page and the job has two or more accepted quotes, IBIOS does not guess. The payment is saved without a quote and waits for someone to place it.

Assign a payment that has no quote yet

Open any quote on the job. If there is a payment waiting, an amber box says how many payments (and how much) are not assigned to a current quote.
Next to each payment, choose the quote it belongs to in the drop-down. It lists only the job's accepted or converted quotes.
Click Assign.

The payment moves into that quote's total straight away. IBIOS keeps a record of who assigned it.

Tips

Record a payment from the quote it is for. It saves the extra step.
Money that is not on a quote is not counted in any quote's balance, and it never makes a quote look overpaid. It just waits in the amber box.
Overpaid means this quote's own payments are more than its total.

Things to know

A payment that is already on a current quote cannot be reassigned here. If it was put on the wrong quote, ask the office or support to correct it.
If you change a quote's status to Revised, IBIOS treats it as replaced by a later version. If that leaves only one accepted quote on the job, every payment on the job counts for that remaining quote again, as it did before. Keep quotes that are separate pieces of work as Accepted or Converted.
If a payment is on a quote that is later no longer accepted, it shows in the amber box on the other quotes so it can be placed again.
A refund goes on the same quote as the payment it refunds.
Payments that arrive automatically (for example from a payment link) are not placed on a quote when the job has two or more accepted quotes. They appear in the amber box for you to assign.
On the phone, a quote lists only its own payments. You cannot assign a payment on the phone yet. Use the website.

Common questions

Why does each quote show only its own payments?

A customer can have more than one accepted quote on a job, such as a bathroom and an ensuite. Every payment belongs to one quote, so each quote's balance is right on its own.

What happens if I record a payment from a job with two accepted quotes?

IBIOS does not guess. The payment is saved without a quote and waits for someone to place it using Assign. If the job has one accepted quote, it goes on that quote.

Who can see the Payments and Receipts section on a quote?

Owner, Director, or anyone they have given access to payments. Assigning a payment also needs the right to record payments. Everyone else has the section hidden.