Payments and collection
Record a full or partial payment on a document, understand the status change, find the transaction created and correct it if needed.
A payment recorded on a document creates a transaction, reduces the balance due and moves the status on: Partially paid, then Paid. The payment window is the same everywhere, from the list or the document page, for an invoice as for a purchase.
What you will do
- Open the payment window of a document.
- Enter the amount, the date and the payment method.
- Check the new status and the transaction created.
- Delete a payment entered by mistake.
Where to record a payment
| From | Action |
|---|---|
| Document page | Associated transactions card: « Encaisser » (collect payment) button while a balance remains, Add payment once settled |
| List | Options menu of the row: Add payment (balance due) or Payments (settled document) |
| Invoice | Mark as paid, see below |
Payments apply to invoices, proforma invoices, purchase orders, estimates and purchases. A credit note does not receive payments: it is linked to a purchase or offsets an invoice.
- In the Associated transactions card, click Checkout while a balance remains.
- The payment window opens with the document summary.
- The amount due is what remains to be collected.
- Pay in full copies the amount due into the Amount field.
- Choose the payment method by clicking a tile.
- Click Save payment.
- The window closes and the page updates.
- A message confirms that the payment is recorded.
The payment window
The window is titled "{number} - Add payment". Three tiles summarise the situation: Total amount, Total paid, Amount due. The « Paiements existants » (existing payments) row, with its counter, expands to review the payments already entered ("No payments recorded." otherwise).
- Amount: pre-filled with the balance due. The « Tout régler » (settle in full) shortcut resets it to the full balance. A negative amount is accepted for a refund ("Negative amount allowed for refunds").
- Date and time: by default the document date and the current time. The Today and « Date du doc · jj/mm/aaaa » (doc date) shortcuts save you typing.
- Payment method: click a tile (cash, bank transfer, Bancontact, card…). This choice is required: "Please select a payment method".
- « Référence (optionnel) » (reference, optional): transaction number, bank reference. Notes (optional): additional information.
- Click Save payment. The message "Payment saved" confirms, and the page refreshes.
A zero amount is refused ("Please enter an amount.").
On web.novadesko.com, the window also asks for the Bank account for a transfer, and the card for a card payment, and offers to link the payment to an actual bank movement ("Bank transaction (optional · links the payment to the actual movement)"). For a purchase, the Spread payment button creates a payment plan (Payment plans add-on).
Partial payments and status
| After saving | Document status |
|---|---|
| A balance remains due | Partially paid (amber) |
| Balance due is zero | Paid (green); the Overdue badge disappears |
| Payments higher than the total | Overpaid |
Nothing prevents several successive partial payments: each new payment is pre-filled with what remains. On web.novadesko.com, the message spells out the state: "Payment of €X confirmed. Remaining: €Y." or "Full payment recorded. The document is settled."
Mark as paid
For an invoice, the menu offers Mark as paid. A confirmation warns: "Warning: this action is irreversible. A credit note will have to be generated to cancel this payment." In the app, confirming opens the payment window with the manual method preselected and the full balance: you thus keep a dated transaction. See Statuses.
The transaction created
Each payment appears in the Associated transactions card of the page: payment method or bank, Completed or Pending badge, Bank Sync label and end of the IBAN when the payment comes from a bank movement, date and time, reference, note, amount (in red if negative).
The same transaction appears in the Transactions module, alongside your other movements. That is where a payment received by the bank is matched to a document: see Link a transaction to a document and Justify bank transactions.
Edit or delete a payment
On web.novadesko.com, the « Paiements existants » (existing payments) list in the payment window offers Edit and Delete on each row. Deletion asks "Do you really want to delete this payment?" and confirms with "Payment deleted successfully".
In the app, open the Transactions module, find the row and click Delete: "Delete this transaction? This action is irreversible." The amount reappears in the balance due of the document.
A payment synchronised from Stripe cannot be deleted: "Cannot delete: this payment comes from the Stripe synchronisation." See Stripe online payment and manual payments.