Record a payment

Log money coming in against a specific invoice (or a specific instalment).

When a client pays you, log it as a payment in Nexus ERP. The invoice's status auto-updates as you record more payments, going from SENT → PARTIALLY_PAID → PAID.

Recording a payment

There are two entry points: from the Payments page, or directly from the invoice.

From the invoice

1. Open the invoice from CRM → Invoices.
2. Click Record Payment in the Payments Received section.
3. The invoice is pre-filled. Fill in:
   • Amount, required. Defaults to the outstanding amount.
   • Date, required. Defaults to today.
   • Payment account, optional, the account you received it into.
   • Reference, optional, e.g. bank transfer ID, cheque number.
   • Notes, optional.
4. If the invoice has a payment schedule, link the payment to the due entries it covers by ticking checkboxes. The amount auto-sums.
5. Click Record Payment.

From the Payments page

1. Open CRM → Payments.
2. Click the Payments tab.
3. Click Record Payment.
4. Pick the invoice first, only SENT, OVERDUE, and PARTIALLY_PAID invoices show up.
5. Fill in the rest of the form as above.

Linking to specific instalments

If the invoice has a payment schedule (multiple due dates), you can tag the payment to one or more of those instalments. This is useful when:

• The client pays a deposit, you tag the deposit-due entry.
• The client clears multiple instalments in one transfer, you tick several entries; the system records that the payment covers all of them.

Linking is optional but it makes your reports much clearer.

Editing or deleting a payment

Open CRM → Payments → Payments tab. Each row has a delete button (you need Manage Payments to see it). Deleting a payment recomputes the invoice's status, for example a fully-paid invoice goes back to PARTIALLY_PAID.

Editing is done by deleting and re-creating, there's no in-place edit, to keep the audit trail clean.

Filtering payments

The Payments tab has filters at the top:

• Client, show only this client's payments.
• Invoice, drill into one invoice.

Use the Clear button to reset.

Permissions you'll need

• Create Payments to record a payment.
• Manage Payments to delete a payment.
• View All Payments to see payments others recorded.