Automating payment collection with a Karbon Payments account simplifies the process significantly. However, for payments received through physical means or direct bank transfers, you may need to record them manually. Here's how you can do it:
Recording a Manual Payment
Navigate to Billing: Click on "Billing" in the main menu.
Access Invoices: Select "Invoices" from the submenu.
Locate Awaiting Payment: Find the invoice that is marked as "Awaiting Payment."
Record Payment:
Identify the client who made the payment.
Click on the options menu (...) next to the relevant invoice.
Choose "Record Manual Payment."
Fill in Details:
A modal will appear where you can enter the payment details, including the amount received and the date.
Notes to Keep in Mind:
Payment Amount: You can record a payment equal to or greater than 0, up to the total due amount of the invoice.
Partial Payments: If you record a payment for less than the total due, the invoice remains in the "Awaiting Payment" status while the due amount decreases.
Full Payments: Once the payment matches the total due amount, the invoice status changes from "Awaiting Payment" to "Paid."
Multiple Invoices: If a payment covers multiple invoices, you must record separate payments for each invoice.
Payment Dates: Payments cannot be dated in the future but can be backdated to reflect the actual payment date.
Accounting Periods: Payments can only be recorded in open accounting periods.
Payments Tab: To view all payment activities associated with an invoice, navigate to Billing > Invoices and select the invoice you wish to view. Once selected, go to the Payments tab to see the full history of payment activities.
Deleting Manual Payments
If an error occurs during payment recording or if a payment is returned due to insufficient funds, follow these steps:
Access Finance: Navigate to "Finance" and select "Payments."
Delete Payments: Locate the erroneous payment in the payments report.
Admin Access: Only colleagues with admin privileges and billing access can delete manual payments.
