Record payments and send reminders

Record what a customer has actually paid against an invoice, and, if you want, have ONYX1 chase them automatically once an invoice is overdue.

For an invoice imported from Xero, the total and outstanding balance use Xero's total when all three header amounts are available. Xero payments are included in the paid amount and remain read-only in ONYX1. If any header amount is missing, ONYX1 calculates the total from the stored lines.

Before you start

Only the owner, admins, dispatchers and office staff can record or remove payments. Only an owner or admin can turn payment reminders on for a customer, or export the payments list.

Record a payment

1. Open the invoice from Sales → Invoices (it opens beside the list) and select Record payment. On the full invoice page, select Record a payment.
2. The form opens filled in with what is still owed. Change the Amount for a part-payment, and set the Date received and Method (Bank transfer, Cash, Card, Cheque or Other). Add a Reference if you want one.
3. Select Record payment.

The invoice leads with the balance: "Paid in full" or "{amount} due", with a bar showing how much has been received, and each payment listed with its date, method and reference. Mark paid in full, under More, records the rest of the outstanding balance as a payment in one step, so you do not need to record it separately.

Payment rows cannot be edited once saved. To fix a mistake, select the bin icon beside the payment (Remove on the full invoice page) and record it again; ONYX1 asks you to confirm, since the invoice goes back to owing that amount.

An invoice that came from Xero takes its payments from Xero. They show with a Xero badge in the Sales panel and the Payments list ("from Xero" on the full invoice page). You cannot record a payment against that invoice here, use Mark paid in full on it, or remove a Xero payment here. Record or remove it in Xero instead, and it appears here after the next sync.

See every payment

The Payments tab on Sales is a ledger across every invoice. It opens on the last 30 New Zealand calendar days: today and the 29 before it, so the date button reads, for example, "3 Sep to 2 Oct" on 2 October. Select the date button to choose another range, or All time. The strip across the top shows the total received in that range, the bank transfer total, the card, cash and cheque total (any Other payments are added in, and the label says so), and, if you use Xero, how many payments were synced from it. All amounts include GST. Filter by payment method, or search a customer name or payment reference.

Select a payment to open its invoice beside the ledger. The owner or an admin can select Export CSV to download the payments in the current range and filters (on a phone, it is under the ... menu). The file lists each payment with its invoice number, customer, amount including GST, date paid, method, reference, notes and when it was recorded.

Send overdue reminders

Turn on Payment reminders on the customer's own page to have ONYX1 email them automatically once an invoice becomes overdue. It is off by default. When it is on, a reminder goes to each of the customer's contacts who are set to receive reminders, or to the customer's own email address if they have no contacts set up. A contact who has a client portal login only gets a reminder once they have turned reminders on inside their own portal, even though you have ticked Reminders for them here. See Customer contacts and the client portal for setting up who receives what.

Each reminder says the invoice number, amount and due date, and is sent once per overdue invoice, not repeatedly. When you first switch reminders on, the next sweep considers invoices that are already overdue and sends one reminder for each eligible invoice; it does not wait for a new invoice to become overdue.

If something goes wrong

• Enter a payment amount greater than zero. Check the amount you typed.
• This invoice came from Xero, so its payments come from Xero too. Record the payment in Xero; it appears here after the next sync.
• Couldn’t record that payment. Please try again. Something went wrong on save; try again, and check the invoice's payment list to make sure it was not recorded twice.
• Only an owner or admin can change payment reminders. You need one of those roles to turn the switch on or off.

Related

• Invoice a job
• Customers and sites
• Customer contacts and the client portal