💳 Payment Record

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TL;DR

System to record manual invoice collections, whether full payment, partial payment, or with multiple payment methods. Keeps effects portfolio updated automatically.

What is it for?

When a client pays you, you need to record that payment to:

• ✅ Mark the invoice as "paid" or "partially paid"
• ✅ Keep track of the effects portfolio (what they owe you)
• ✅ Reconcile with your bank at the end of the month
• ✅ Generate accurate financial reports

🟢 Quick Payment Registration

Step 1: Access the effects portfolio

1. Go to Billing → Bills Portfolio
2. You will see all the invoices pending collection
3. Look for the invoice that has been paid to you

Step 2: Register payment

1. Click the 💰 Register Payment button on the invoice
2. The payment form opens:

Field	What to wear	Example
Amount	How much have they paid you	500.00
Date	When did you receive the money	01/15/2025
Method	How did they pay you	Transfer
Reference	Transfer number, receipt...	ES123456789
Bank account	Where did the money come in? Main account

Step 3: Save

1. Click 💾Save Payment
2. The system automatically updates:
   • Invoice status (Paid / Pending remainder)
   • Portfolio balance
   • Financial Dashboard

💡 EJEMPLO VISUAL:

Factura #2025-001: 500,00 €
├─ Estado: Pendiente
└─ Vencimiento: 31/01/2025

↓ Registras pago de 500,00 €

Factura #2025-001: 500,00 €
├─ Estado: ✅ PAGADA
├─ Fecha pago: 15/01/2025
└─ Método: Transferencia

🟡 Partial Collections

Sometimes the client pays in several installments or only in part:

Practical example

• Invoice: €1,200
• Payment 1: €400 (on account)
• Payment 2: €400 (next month)
• Payment 3: €400 (final)

How to do it:

1. Register the first payment of €400
2. The invoice remains "Partially paid"
3. When the next payments come in, repeat the process
4. When reaching €1,200, it is automatically marked as paid

📊 RESUMEN DEL COBRO PARCIAL

Factura: 1.200,00 €
├─ Pago 1: 400,00 € (15/01) → Transferencia
├─ Pago 2: 400,00 € (15/02) → Transferencia  
└─ Pago 3: 400,00 € (15/03) → Transferencia

Total cobrado: 1.200,00 € ✅
Pendiente: 0,00 €

🔴 Payments with Multiple Methods

The client pays part in cash and part by card:

1. On the checkout screen, click ➕ Add Partial Payment
2. Register each part separately:
   • Payment 1: €200 in cash
   • Payment 2: €300 by card
3. The system adds all payments

🔄 Mass Payment Record

When you receive a remittance from the bank with many charges:

1. Go to Billing → Portfolio → Bulk Shares
2. Select the invoices collected (checkbox)
3. Click 💰 Record selected payments
4. Indicates the date and common method
5. The system marks all as paid

⚠️ Only use if they are all from the same day and method

📋 Types of Payment Methods

Method	When to use	Notes
Transfer	The client makes you a bank transfer	Write down the operation number
Domiciliation	Direct debit to account (SEPA)	It is automatically registered from the consignment
Cash	They pay you in cash	Requires open box if in store
Card	Payment with dataphone	Register from the POS automatically
Check	Bank slip	Write down the check number
Compensation	Change bill for services	Special cases

💡 Pro Tips

💡 Always check the reference In transfers, write down the bank operation number. It will help you reconcile with the statement.

💡 Advance payments If a customer pays before receiving the invoice, create a "down payment" and then apply it to the invoice when it is generated.

💡 Collection alerts Set up notifications for overdue invoices. Go to Settings → Notifications → Expirations.

❓ Frequently Asked Questions

Can I cancel a payment registered in error? Yes, find the invoice, go to the payment history and click 🗑️ Cancel. The invoice status will return to "Pending".

What happens if I get overpaid? The excess remains as a "balance in favor" of the client. It can be applied to future invoices or returned.

How do I see all payments for a month? Go to Reports → Financial → Collections by period. You can filter by dates and export to Excel.

Is the customer notified when I register the payment? Optionally yes. When saving the payment, check "Send confirmation" to notify by email.

See also

• Payment Portfolio - Expiration management
• SEPA Remittances - Automatic collections by bank
• Dashboard Financiero - Overview

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Quick Key Reference

Action	Shortcut
New payment	Ctrl + P
Search invoice	Ctrl + F
Save	Ctrl + S
Cancel	Escape