Recording payments

What it does

Record money a sales order receives or a purchase order pays out in the payments card under the line items.

The card 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.
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.

Collect Payment is missing from an order paid in full. The action appears while the order has a balance, and a zero balance removes it. Record payment takes its place, and records a payment beyond the amount owed.

Refunds and restocking: Refund part or all of an order line by line, and put the returned stock back.
Order details, assignee and watchers: Set an order’s currency, terms, dates, discount, assignee, watchers and tags.
Emailing and downloading documents: Email a quote, invoice or purchase order to the order’s contact, or download it as a PDF.

Changes

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