Recording Payments Against an Order
Record, edit and void payments on a vendor or reimbursement order, tie them to an invoice, and see how payments move an order to Paid or flag it as partially paid or overpaid.
A payment records money that went out against an order: a deposit to a rental house, the balance on a staging invoice, or a reimbursement to a crew member. Payments live on the order's Payments tab, and they are what move an order to Paid.
An invoice and a payment are different facts. The invoice is what the vendor billed; the payment is what you actually sent. An order can carry several payments against one invoice, such as a deposit and a balance, and on an external order the summary above the tabs keeps Invoiced, Paid and Outstanding (invoiced minus paid) side by side.
Record a payment
Open the Payments tab
Pick the invoice
Choose the Invoice the payment is against. It is optional: a reimbursement order has no vendor invoice, because the expenses are the claim.
Enter the amount and date
Add the method and reference
Optionally pick a Method (ACH, Check, Card, Wire or Other) and enter a Reference, such as a check number or confirmation.
Save
If nothing is priced on the order yet, the dialog warns that there is nothing for the payment to settle against. Recording it is still allowed.
Edit or void a payment
Open a payment's actions to Edit payment, for example to fix a mis-keyed amount or the wrong invoice. To remove it, choose Void payment. Voiding cannot be undone, and on a Paid order it can drop the order back below full coverage, to Confirmed for example.
How payments settle an order
An order reaches Paid when its payments add up to at least its expected total and that total is more than zero. The expected total comes from the first of these that exists: the order's invoices, then the chosen quote, then the order's own lines. Every payment on the order counts, whichever invoice it names.
While payments fall short, the order shows a Partially paid signal with the amount paid so far against the amount expected. If payments go over, it shows Overpaid. If the order reached Paid with no invoice on file, it shows No invoice attached as a reminder to add one. These signals are advisory and block nothing. The full rules are in the order status reference.
Payments are allowed on any order, at any status, including one that has been sent and locked.
Reimbursement orders
When the expenses on an order were paid by crew or collaborators, the order is how you pay them back. Its lines are the expenses, it has no vendor invoice, and you record payments without choosing an invoice. Once the order is paid, its expenses show as paid on the Expenses page. See Expenses.