Payments in Quote and Invoice Management

The article covers how to process a customer payment for a Proforma Invoice. Please note that payments can only be applied to Quotes once they are in the Proforma Invoice status. This tells the system that the customer has accepted the quote and, therefore, payments can be applied to it. You can take payments in multiple parts or pay in full up to the Invoice value.

Payments made against Proforma Invoices are allocated solely to that specific proforma and cannot be used for other invoices. Processing a Proforma Invoice payment is a direct transaction. If the customer wishes to purchase additional items at the same time as making the proforma invoice payment, they would need to do so as a separate payment. Alternatively, they can have the items added to the existing Proforma Invoice before or after the payment is processed.

If you require your customers to pay a deposit to secure the quote \ order items, then firstly, you will need to turn the quote into a Proforma Invoice. Once you have created a Proforma Invoice, you can follow the below steps on how to process a payment for the deposit amount.

How to take a Payment in Quote and Invoice Management

Open the Quote and Invoice Management Screen
Find the Proforma Invoice you want to take payment against.
Click on Customer Payments

If Customer Payments is disabled, the invoice is not of the correct status.

The Subtotal screen will then appear and in Proforma payment, type in the amount the customer wishes to against this Proforma in the Proforma Payment amount box.
Then select the payment method the customer wishes to use.

Note: You cannot perform split payments, so if a customer wishes to do a split payment you will need to process two separate payments.

Then click on OK.
The payment receipt will then be produced.

If a customer payment was processed incorrectly and should have been applied as a proforma invoice payment, you can follow our advice sheets How do I remove a customer/account/layby payment? or Refunding an amount from a customer's balance to cash/card to resolve this.

Customer Proforma Payment Total

At the top of the Customer Screen, the Proforma Payments box shows the Customer's total Payments made to Proforma Invoices.
Once a Proforma has been has been invoiced, the payments no longer appear in the Proforma Payments total.

Double Click the Proforma Payments box to view a list of Proforma Payments and their corresponding Quote.

In the list of Proforma Payments, double click a payment to open the Proforma Invoice in Quote and Invoice Management.