Record a payment

How to record a deposit or part-payment against a job, attach the receipt, and what to do when you need to refund it.

Where: web · Who can use it: People who can take payments. Editing a payment is Director and Owner only. Refunds need the refund right, which the system checks.

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What it is for

Every payment a customer makes is recorded against the job it belongs to, so the job's balance and the payment history are right. Record the payment on the day you receive it. Chasing and reconciling depend on it.

Who can use it

• People who can take payments: record a payment on a job.
• Director and Owner only: edit a payment that has already been recorded (the Edit link on a payment row).
• People the system allows to refund: the Refund action on a payment row. The system checks this when you open it, so if you cannot see the button, you do not have the right.
• Payment Chases: the list of customers who still owe money (see below). By default this is for Director and Owner only. See Payments to check.

How to use it

Record a payment on a job

1. Open the job from Jobs, then scroll to Payment History.
2. Click Record Payment.
3. Fill in the form: - Payment Type: Deposit, Progress Payment or Final Payment. - Amount (£): required. - Payment Date: required. It starts as today. Change it if the money arrived on another day. - Payment Method: Cash, Card, Bank Transfer or Cheque. - Reference/Transaction ID: the card receipt number, transfer reference or cheque number, if there is one. - Notes: anything the office needs to know. - Attach Receipt (optional): upload a photo or PDF of the receipt if you have one.
4. Click Record Payment.

The new payment appears in Payment History straight away.

Find a payment that has not been recorded

If a customer paid and you cannot see it on the job, check the customer's quote first. Every payment belongs to one quote, and each quote's Payments & Receipts section shows only its own payments. On a job with two or more accepted quotes, a payment recorded from the job page is saved without a quote until someone assigns it. See See what a quote has been paid.

Refund a payment

Refunds are not a payment type. Use the refund action on the payment row instead.

1. In Payment History, click Refund on the payment row. The option only shows if you have the refund right.
2. The Refund a payment window shows the original payment, how much has already been refunded, and the most you can refund now.
3. Enter the amount to refund. You cannot enter more than the maximum shown.
4. Add a reason and confirm.

Work through payment chases

Open Payment Chases from the menu. It lists customers who still owe money, grouped by how long until their install date.

Each card shows the install date, the last time the customer was contacted, and their contact details. The page does not show a red Escalation recommended note on chase cards. See Payments to check for what the chase cards show.

Write off or credit a balance

Write-offs & Credits (under Payments) is for balance adjustments. These are accounting adjustments, not money received, so they do not count as payments. Ask a manager before you use it.

Tips

• Record a payment before you do anything else on the job. The next person will see the right balance.
• Fill in the reference for card and transfer payments, so the office can match them to the bank statement.
• If you are unsure which Payment Type to pick, ask a manager. Getting the type wrong changes what the chase list shows.

Things to know

• To correct a payment, use Edit (Director or Owner) or refund it. Do not record the same money twice.
• Record Payment is hidden when the job page is in view-only mode for you. If you cannot see it, ask a manager.
• Customer emails of receipts are sent only when you choose to send them. See Find and manage jobs.

Related articles

• Find and manage jobs
• Work with a quote