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.

Payment receipts

Every payment applied to an invoice has a receipt. Open the payment and click Download PDF to save it, or Send Receipt to email it to the client with the same PDF attached. A receipt shows how much was due on each invoice before this payment and how much is still due after it, as of that payment (not today's balance). Its header is set under Document config.

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.

On the payment's own page, Edit changes its date, reference, method, payer, notes or payment account. The amount and the invoices it covers can't be edited: delete the payment and record it again instead.

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.