Record payments and payment status
Record full or partial payments on an invoice, mark several invoices paid at once, and read the payment status.
Payments are recorded against issued invoices so you can see what is outstanding, which invoices are overdue, and when to send reminders. Recording a payment never changes the e-invoice itself.
- Open the invoice and scroll to the Payments card. It shows the payment status, a progress bar and the outstanding amount.
- Click Record payment. The amount is pre-filled with the outstanding balance; change it for a partial payment.
- Enter the payment date, choose the method (Bank transfer, Cash, Cheque, Card, Online payment, Other) and add a reference or note if useful.
- Click Record payment. The status updates to Partially paid, Paid or Overpaid, and the payment appears in the list on the card.
To record a payment from the list, open the row menu (⋯) on Invoices and choose Record payment.
To mark several invoices paid at once:
- On Invoices, tick the invoices.
- Click Mark as paid in the selection bar, choose the payment date and confirm.
- Alya Books records one bank-transfer payment per invoice for its outstanding balance.
Good to know:
- Remove a payment with the bin icon next to it. The status is recalculated.
- Payments can only be recorded on issued invoices (Validated and later, except Rejected). Credit notes have no payments; the invoice list shows a dash for them.
- A deemed supply (transaction type) shows Nothing due: there is no payment to record, nothing outstanding, and it is never overdue or reminded.
- An invoice with a due date in the past and an open balance shows Overdue, with the due date in red. The dashboard Overdue card counts these invoices and their outstanding amount.
- Payments created through the API carry a source badge on the card.
- Owners, admins and accountants can record payments. Viewers and approvers see the card read-only.
- Bank feeds and pay-by-link are planned; today payments are recorded manually or through the API.
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