Record a payment

When to record a payment

Record a payment when the money reached you outside Chronica, for example a transfer straight into your firm's account or cash at the office.

You don't need to record payments made online through the invoice's pay link. Chronica records those itself. See online payments and payouts.

Record it from the invoice

1. Open the invoice from Billing.
2. Click Record payment.
3. Enter the Amount received. It starts at what is owed on the ticked invoices.
4. Check the Date received. It can't be in the future.
5. Under How they paid, choose Bank transfer, POS, Cash or Cheque.
6. Add a Reference if you have one, such as the transfer reference.
7. Under Apply to, tick the invoices this payment covers. The client's other unpaid invoices are listed too.
8. Leave the receipt box ticked, for example Email Ada a receipt, to send the client a receipt.
9. Click the record button. It shows the amount, for example Record ₦250,000.

Record it from Billing

If you aren't sure which invoice it was for:

1. Open Billing and click Record payment.
2. Search by Invoice number or client and pick the invoice.
3. Fill in the form as above. All of that client's unpaid invoices are ticked to start with.

Only invoices that have been sent and still have a balance can take a payment.

How one payment covers several invoices

A payment is applied to the ticked invoices oldest first, by due date. If it doesn't cover them all, Chronica shows what will still be owed and on which invoice. You can't record more than the ticked invoices owe.

All the invoices must be for the same client and in the same currency.

What Chronica does next

• Each invoice the payment touches gets its own payment record and receipt.
• The client gets a receipt by email for each invoice paid, if you ticked the box and they have an email address.
• The invoice shows Part paid or Paid, and its Balance card updates.
• The payment appears in the invoice's Payments panel as "Recorded by" you, and under Billing, then Payments.

Questions

Can I record a part payment?

Yes. Enter the amount received. The rest stays owed on the invoice, and the invoice shows Part paid.

Why isn't there a receipt option?

The box reads "No email address to send a receipt to" when the client has no email address on their record. Add one to the client to send receipts.

Who can record payments?

Anyone in your firm. It isn't limited to partners or admins.