When a client pays one of your invoices it records the payment on its Finance bill, and you are told. You confirm the payment once the money is in your bank (or reject it if it is not), and the invoice's outstanding amount follows what you confirmed. You can also record a payment you took yourself, such as cash at the counter.
Open Fuel Station Management › Payments. You need Payments › View all. Confirming, rejecting and recording need the permissions named below. They work in your Finance: a confirmed payment becomes a receipt against your invoice, so Finance must be enabled for your team.
The payments page
The page lists the payments of your invoices, newest first: Date, Client, Invoice, Amount, Method, Reference, From (the client, or you when you recorded it) and Status. The filter drawer has Status and Client.
| Status | Meaning |
|---|---|
| Awaiting confirmation | The client says it paid; you have not confirmed it. It does not reduce what the invoice owes yet. |
| Confirmed | You recorded the money against the invoice. |
| Rejected | You told the client the money did not arrive. A reason is kept. |
Confirm or reject a payment
Both need Confirm or reject payment advices.
Confirm
- On a payment Awaiting confirmation select Confirm.
- Choose the bank or cash account the money went into under Received into ("Choose the bank or cash account the money went into.") and select Confirm payment.
- A toast says "Payment confirmed and recorded on the invoice". A receipt is recorded against your invoice in Finance, the invoice's Outstanding amount drops and its payment state becomes Part paid or Paid, and the client's bill shows the payment as Confirmed.
Reject
- Select Reject on the payment.
- Enter why ("Say why the payment is rejected.") and confirm.
- A toast says "Payment rejected; the client is told". Nothing is written to your Finance. The client is told with your reason, and the payment is reversed on the client's Finance bill, so the bill owes that amount again.
Confirming is safe to repeat: pressing the button twice records one receipt.
Record a payment you received
Use Record a payment for money you took yourself. It needs Payments › Create and also Confirm or reject payment advices.
- Under Record a payment, choose the Invoice ("Choose an invoice"; only invoices with something left to pay are listed, and "No invoice has anything left to pay." appears when there are none). The invoice's page has a Record payment link that opens this form for it.
- Enter the Amount (more than zero and no more than the invoice's outstanding amount), the account it was Received into, the Date (not after today and not before the invoice's date), the Method (Bank transfer, Cheque, Cash, Card or Other) and a Reference.
- Select Record payment. A toast says "Payment recorded on the invoice".
When the client has already advised a payment of the same amount on that invoice and you have not confirmed it yet, the form says so ("Client has already advised a payment of amount on date…") and Record payment stays off: if it is the same money, confirm the client's payment in the list instead, so it is not received twice. Tick Record a separate payment only when it really is a second payment.
The payment is confirmed at once, and the client's bill shows Paid (recorded by station) until the client records the same amount on its own Finance bill; the two are then matched and you are not asked to confirm it again. A payment of an amount that does not match any you recorded becomes a new payment for you to confirm or reject.
Statements
Each credit account has a statement for you and for the client; both show the same figures. Open the client from Clients and select Statement, choose From and To (this month to today by default) and select Show. Print opens a printable statement on your invoice letterhead.
| Part | Meaning |
|---|---|
| Opening balance | What the client owed before the first day. |
| Lines | Each invoice (Charged), credit note and confirmed payment (Paid or credited) with its date, number and reference, and the running Balance. |
| Closing balance | What the client owes on the last day. |
| Ageing | How much of that balance is on invoices 0-30, 31-60, 61-90 and over 90 days old on the last day, counted from each invoice's date. |
Your statement is read from your Finance: a receipt you booked straight in Finance › Invoices appears on your statement but not on the client's until it is recorded through this page. Such a receipt still lowers the invoice's Outstanding amount and payment state for both of you at once, and the client's exposure on the credit account.
Overdue invoices
Every night, an invoice still owed after its due day (your team's date) is re-checked against your Finance and, if still owed, everyone holding Invoices › View is told once a day ("A fuel invoice to a client is overdue"). Use Put on hold on the account if you want to stop serving a client that does not pay.
Errors you may see
| Message | Why | What to do |
|---|---|---|
| "Only a payment awaiting confirmation can be confirmed." / "...can be rejected." | The payment was already answered. | Reload the page. |
| "Enter a payment amount greater than zero." | The amount is zero or negative. | Enter the amount. |
| "The payment is more than the invoice's outstanding balance of n." | The amount is larger than what the invoice still owes. | Enter no more than the outstanding amount. |
| "Choose the invoice the payment is for." | No invoice was chosen. | Choose one. |
| "Someone else is recording a payment on this invoice. Try again in a moment." | Two people recorded on the same invoice at once. | Try again. |
| "The invoice has only n left to pay, less than this payment. Reject the payment instead." | You tried to confirm a client's payment that is more than the invoice still owes, for example because you already recorded the money yourself. | Reject the payment, saying it was already received. |
| "The client has advised a payment of this amount — confirm it instead." | You recorded a payment of the same amount as a client payment awaiting confirmation. | Confirm the client's payment, or tick Record a separate payment if it is a second payment. |
| "This request was already made with different details. Check whether it was recorded before you try again." | You retried a payment that may have been recorded, with another amount, account, date, method or reference. | Check the invoice's payments; if it is not there, record it again. |
| "The payment date cannot be in the future." / "The payment date cannot be before the invoice date (date)." | The date is after today or before the invoice was issued. | Enter the day the money arrived. |
Current limitations
- Part payments add up, but a payment larger than the amount still owed is refused.
- Confirming a payment does not reconcile it with your bank statement; the account you choose is just where the receipt is booked.