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Accept a Cash Payment

Updated
The Goal: Record a cash payment against an open invoice from a contact's billing record or from the Finance Billing area.

Before You Begin:

  • The invoice you want to pay must already exist on the contact's billing record.
  • Cash payments can be entered from either a contact's Billing tab or from the Finance rail, Billing section.

Option A — Enter Cash Payment from a Contact Record

  1. Click Contacts in the left-hand rail.
  2. Select the desired contact.
  3. Click the Billing tab.
  4. Click the actions icon in the Actions column for the invoice you wish to pay, then click Enter Cash.
  5. Complete the payment form:
    • Payment From: Displays the name of the contact to whom the invoice was sent. You may change this if necessary.
    • Payment Date: Defaults to the current date. You may change this when you first create the payment; once saved, the date cannot be changed.
    • Amount: Select the invoice(s) to which the cash payment is to be applied — the amount will automatically total. You may change this if necessary.
    • Internal Notes: Enter any desired notes for staff only.
    • Email Receipt: By default, a receipt will be sent to the contact. Disable this option if you do not wish to send a receipt.
  6. Click Done.

Option B — Enter Cash Payment from the Finance Rail

  1. Go to Finance, Billing section, click All Sales/Invoices.
  2. Click the actions icon in the Actions column for the invoice you wish to pay, then click Enter Cash.
  3. Complete the payment form fields as described in Option A above.
  4. Click Done.

Common Pitfalls

  • Payment date locked after save: The payment date can only be changed at initial creation. Once the payment is saved the date cannot be edited.
  • Wrong contact selected: Verify the Payment From field reflects the correct contact before clicking Done.

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