01What it is
Payments is the register of what customers owe you. Every payment belongs to a project and has a type, amount, description, due date and status.
A pending payment with a due date before today is shown as overdue. That state follows from the date, so there is nothing to switch by hand.
A payment split into parts is several entries on the same project. Each has its own due date and status.
- ON THE PROJECT
- Every payment is assigned to a specific project.
- FOUR TYPES
- Deposit, partial payment, balance payment and refund.
- OVERDUE
- A pending payment past its due date stands out by itself.
02What it is for
A deposit before work starts
A deposit recorded on the project shows in the totals on the customer record.
Nothing slips
Overdue payments reach the notifications.
Age of receivables
The chart shows how much money waits up to 30 days, 31–60 days and over 60 days.
Safe history
A paid payment cannot be deleted. You mark a mistake as cancelled.
03Main options
The payments screen is a set of total tiles, two charts, a filtered list and the payment form. Tiles, charts and export all count the same filter.
Paid in, to receive, overdue
Four tiles counted for the current filter.
- All payments
- Paid in
- To receive
- Overdue
Structure of amounts and how long they wait
Two charts above the list, counted for the same filter as the tiles.
- Structure of amounts: paid in, to receive and overdue
- How long it has been due: not yet due, up to 30 days, 31–60 days, over 60 days, no due date
From the most urgent to the closed
Order: overdue, pending, paid, cancelled.
- Columns: item and type, project, site, due date, method, amount, status
- Filters: project, status, category and group
- Search by description, method and project number
- Row preview with the payment date and note
A payment recorded on the project
The Add a payment form, the same one for editing.
- Required: project, type, amount, description and status
- Due date, payment date and a method typed in words, for example bank transfer
- Category and note
04Tasks step by step
- STEP 1Open Modules › Finance › Payments and click Add a payment.
- STEP 2Pick the project and the Deposit type, then enter the amount and description.
- STEP 3Set the status to Paid with the payment date if the money is in. If not, leave it Pending and enter a due date.
- STEP 1Add the first payment on the project with the Partial payment type and its due date.
- STEP 2Add every next instalment as a separate entry on the same project.
- STEP 3You can mark the last one as a Balance payment.
- STEP 1Open Modules › Finance › Payments. Overdue payments are at the top of the list.
- STEP 2On the How long it has been due chart, check how much has waited over 60 days.
- STEP 3Click the project number to go to the project and the customer.
- STEP 1Open the payment from the list for editing.
- STEP 2A payment that is not paid can be corrected or deleted.
- STEP 3A paid payment cannot be deleted: change its status to Cancelled.
- STEP 1Set the list filters, for example status and project.
- STEP 2Use the CSV export. The file covers the whole filter, not only the visible page of the list.
05Actions
The most common tasks around payments.
Add a payment
A payment on a project with a type, amount and due date.
Mark as paid
Paid status and the payment date.
Overdue
The most urgent payments at the start of the list.
Age of receivables
How much money is waiting and since when.
CSV export
Payments from the current filter in one file.
06What it connects to
Choose a module to see how it uses payments.
Projects
Every payment belongs to a project, and the project number on the list leads to its record.
Go to the topicProjectsCustomer list
The customer record shows the paid and open totals next to the projects.
Go to the topicCustomer listOwner centre
Receivables in the Owner centre are the total of pending payments.
Go to the topicOwner centreCategories and groups
Payment categories and groups are used to filter the list.
Go to the topicCategories and groupsMobile version
Company at a glance on a phone shows receivables past due and what has come in.
Go to the topicMobile version