Recording payments

What it does

The payments card under the line items records the order’s money. It shows the totals, what has been paid and what is still owed. A badge shows the payment status. Its main action is Collect Payment on a sales order and Mark Payment on a purchase order. Either opens a small form for the amount and the source.

Recording a payment updates the balances and the payment status, and writes the payment to the order’s timeline. Amount owed is the order total less everything ever paid. Refunding never reopens what the order owes. Refunds and restocking explains the credit a refund leaves.

Before you start

A quote has no payments card. It shows a read-only summary of its totals.

The Collect Payment action appears while the order has a balance. A zero balance removes it. On an order already paid in full, Record payment takes its place. It records a payment beyond the amount owed.

A draft purchase order takes a payment only once you send it. You cannot record anything against a cancelled order.

How to use it

Select Collect Payment, or Mark Payment on a purchase order.
Enter the amount. Leave the type as Fixed for an amount in your currency, or change it to Percentage to take a share of what is owed.
Choose the source from Cash, Bank Transfer, Credit Card, Online Payment, POS or Other.
Select the button at the foot of the form to record it.

Refunds and restocking: Return part or all of an order’s money line by line from a refund form in the payments card, and put the stock back.
Order details, assignee and watchers: Set an order’s currency, terms, dates, discount, assignee, watchers and tags.
Emailing and downloading documents: Preview a quote, an invoice or a purchase order in the send window and email it to the order’s contact. Resend it later, or download it as a PDF.

Changes

Bulk actions on orders - 2026-10-16
Help pages for every feature - 2026-09-30