Adding a payment to an invoice after creation

After you create and submit an invoice, you may receive payment from the customer at a later time. You can record this payment directly on the invoice without creating a separate payment or receipt document. This keeps the invoice's payment history in one place.

Before you start

• Your role must allow you to edit invoices.
• The invoice must be in a draft, submitted, or confirmed state (rules vary by system configuration).
• Know the payment amount and method (cash, check, bank transfer, etc.).
• Know which account the payment should be recorded to (e.g., cash account, bank account).
• Have the payment date and any reference information (check number, transaction ID).

Steps

1. Go to Invoices list. Open in Usystems

2. Find and open the invoice you want to add payment to.

3. Look for the Payments section on the invoice detail page (often near the bottom or in a side panel).

4. Click Add Payment, + Payment, or Record Payment (button label may vary).

5. A payment entry form appears. Fill in:

   • Payment Date: the date the customer paid (not today's date if it's a historical payment).
   • Payment Method: how the customer paid (cash, check, card, bank transfer, etc.).
   • Account: the cash or bank account where the money was received.
   • Amount: the amount paid. You can pay part or all of the remaining balance.
   • Reference (optional): a note or check number for audit purposes.

6. Click Save or Confirm to record the payment.

7. The invoice's Balance Due updates immediately to reflect the payment.

8. If the payment covers the full amount, the invoice may move to a Paid status.

Accounting impact

When you record a payment on an existing invoice:

• The Cash or Bank account is debited with the payment amount.
• The Accounts Receivable account is credited with the payment amount (reducing what the customer owes).
• The payment is linked to the invoice, creating an audit trail.

Tips & common mistakes

• Partial payments are recorded per transaction. If a customer pays 500 today and 500 next week, record two separate payment entries.
• Payment date is not today. Always use the actual date the customer paid, not the date you're recording it.
• Double-check the account. Choosing the wrong cash/bank account will cause reconciliation issues later.
• Overpayment. If a customer pays more than the invoice amount, the system may create a credit balance (advance) that can be applied to future invoices. Check your system's behavior.
• Reversal or correction. If you record a payment by mistake, ask your administrator how to reverse or delete it; rules vary by system and permissions.

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