Recording a payment

Recording a payment

What this is for — writing down that money came in, including one card run that covers a week of a client's dialysis trips.

There are two places to mark a trip paid: the ✓ button on its row in Receivables (the usual way), or Mark paid on the trip itself on the dispatch board. Both are below.

The system records payments. It does not charge cards. The dialog says so: "This records that the payment was taken — it does not charge a card."

Where to find it

Left menu → Business → Receivables → the Open invoices tab. Past payments live on the Payment record tab.

Steps — marking a trip paid (one invoice)

1. Left menu → Business → Receivables. Find the trip's row in Open invoices — search by the client's name or the invoice number.
2. Click the ✓ button at the end of the row (Mark paid — records the payment).
3. Fill in the dialog:
   • Payment date — defaults to today.
   • How it was paid — Card, Cash, Check, Other, or leave it as Not noted.
   • Reference (optional) — Check #1042 · card ending 6411 · confirmation #
   • Note (optional) — Weekly batch for dialysis rides
4. Click Record $85.00 paid.

The invoice leaves the open list and appears on the Payment record tab.

Steps — one payment covering several trips

1. Tick the box at the start of each invoice's row. They must all be the same client.
2. A bar appears at the bottom of the table: "3 invoices · $255.00 · Ruth Alvarez".
3. Click Record payment — $255.00.
4. Fill in the same dialog. The heading confirms "One payment covering 3 invoices: #412, #418, #423."
5. Click Record $255.00 paid.

If you tick invoices for more than one client the bar warns "One payment covers one client — untick the extras" and the button stays greyed out. Clear empties the selection.

Steps — the payment record

1. Go to the Payment record tab.
2. Payments are grouped by the day they were taken, with the day's total.
3. Each line shows the client, the amount, how it was paid, how many trips it covered, any reference, and who recorded it.
4. Click a line to expand it — every invoice with its number, service date and amount, plus the note.
5. Search by client or reference with the box at the top right.

Nothing disappears from here when an invoice is marked paid. It is a permanent record.

Steps — undoing a payment

1. Payment record tab → click the payment to expand it.
2. Click Undo — reopen these invoices and confirm.
3. Every invoice on that payment goes back to Open.

Executive and Billing accounts only.

Steps — correcting the amount after a payment, or giving a credit

Once a trip is paid, the edit link next to the amount on the trip's Price & payment row is gone and the price is locked. That is deliberate — it stops a trip that has been paid for quietly changing value underneath the money.

To put a wrong amount right, take the payment off, correct it, then record it again.

1. Receivables → Payment record tab → click the payment to expand it.
2. Click Undo — reopen these invoices and confirm. The invoice goes back to Open and the price unlocks. Executive and Billing accounts only.
3. Open the trip on the dispatch board and click edit next to the amount on the Price & payment row. Type the corrected figure and Save. On a round trip this is the price for both legs together — see 06 — Trip details.
4. Back on Receivables → Open invoices, click the ✓ button on the row and record the payment again, for the amount the client actually ended up paying.
5. In Reference or Note, write down what really happened — "card charged $120.00 on 9/14, $20.00 credited back 9/15, net $100.00."

Giving a credit or a refund

The system records payments. It does not charge cards, and it cannot send money back. The refund or credit itself happens where you took the payment — the card terminal, the bank, or the client's next check. The steps above are how you make the CRM agree with what really happened.

There is no separate refund or credit line today. A trip carries one price, and that price is what the reports count as revenue. So the corrected price is what makes the revenue figure match the money you actually kept — which is why step 5 matters. The note you leave is the only record of the original charge and the credit, and it is what you will want when someone asks about it months later.

A credit that does not belong to any one trip — a goodwill credit across a whole month, say — has nowhere to live in the system today. Raise it with the office rather than spreading it across trip prices to make it balance.

Steps — marking a trip paid from the trip itself

1. Open the trip on the dispatch board. It has to be completed and not yet paid.
2. On the price row of the trip panel, click Mark paid.
3. The payment shows on Receivables → Payment record right away, dated today.

Use this when you're already looking at the trip. Receivables is the better place when you're working through the money, because only there can you note How it was paid and a Reference.

Mark paid here creates the same kind of entry as Receivables does, with no method or reference noted (add those from Receivables if you need them on file). The same price row also has Mark invoiced. On a round trip, clicking Mark paid on either leg pays the whole trip — round trips are billed once, not per leg.

Mark invoiced here stamps the same invoice Receivables works from as sent, dated today — Receivables' Invoice sent? column and its Invoice sent / Not sent filter pick it up right away. As with Mark paid, clicking it on either leg of a round trip marks the pair's one invoice. If the trip hasn't been marked completed yet, there's nothing to invoice — the button says so instead of doing anything.

Cancellation fees (invoice #…-C) can be marked two ways: from Receivables like any other invoice, or on the trip itself with Mark fee invoiced / Mark fee paid next to the Cancellation fee line (added 2026-09-29). The trip buttons record today's date and no payment method or reference; add those from Receivables if you need them. Paying one marks its trip Paid only while that trip is cancelled — the fee is then all it owes. It never changes the other leg of a round trip, and on a trip that was restored and ran, the Pending / Invoiced / Paid badge keeps following the fare, so Mark invoiced and Mark paid stay there for it. The fare's Mark paid always pays the fare, never a fee.

Who can do what

An Executive can change most of these in Users & roles → Permissions — see 17 — Users, roles and permissions.

Good to know

• Recording a payment locks the trip's price. To correct a price, undo the payment first.
• The payment date is the day the money came in, not the day of the trip. The Payment record groups by that date on purpose — that's how the office already thinks about a card run.
• Reference is what makes a payment findable later. Fill it in for checks and card runs.
• A round trip is one invoice, so one payment covers both legs.

If something looks wrong

• The ✓ button does nothing — your account isn't allowed to record payments. Ask an Executive to switch Record payments & mark invoiced on for your role.
• The Record payment button is greyed out — you've ticked invoices for more than one client.
• "Couldn't undo the payment — billing or admin accounts only." — undoing is a narrower permission than recording.
• A payment is on the wrong day — undo it and record it again with the right Payment date.
• You can't edit the price after payment — that is deliberate. Undo the payment, change the price, record the payment again. Full steps are under Correcting the amount after a payment above.
• The client was charged too much and we owe them money — the refund happens at the card terminal or the bank; the CRM records the corrected amount. See Giving a credit or a refund above.