Payment Entry¶
Menu Location: Payments > Payment Entry
Access Level: Requires PERMISSION_BILLING
Last Updated: 2026-07-23
Overview¶
Payment Entry is the fast way to record a check, online bill pay, COD, cash, or bank account payment for a customer without opening their full account page. Search for the customer, type an amount, pick a method, and apply: the payment is spread across their open orders (oldest first) and any leftover amount is credited to their account balance.
The page also keeps a running list of the checks/payments recently entered here (and via Payment Entry by Route), with Modify and Undo actions for correcting mistakes.
Primary Features¶
- Customer search: type a name to find the customer, then a card opens showing their account balance and any pending payments.
- Amount + method: enter the amount (defaults to what's currently owed) and pick a payment method as a button (Check, Mail Check / Online Bill Pay, COD, Cash, Bank Account, only the methods enabled for this tenant are shown).
- Check # and Note: optional fields recorded with the payment, useful for referencing a physical check number or leaving context for later.
- Apply Payment: records the payment via the same engine used everywhere else in the system, applying it against the customer's oldest open orders first and dropping any remainder onto their account balance.
- Recent checks entered: a live list of the last 15 payments entered through Payment Entry or Payment Entry by Route, with the customer, check #, amount, and note.
- Modify: reverses the original entry and re-records it with corrected amount, method, check #, or note. Use this instead of Undo plus re-enter when you just need to fix a typo.
- Undo: fully reverses a payment, any order it paid is re-opened (back to owing), and any amount that landed on the account balance is pulled back off. Only payments entered through Payment Entry or Payment Entry by Route can be undone here; payments recorded elsewhere in the system are not.
Common Use Cases¶
- A customer mails in a paper check. Search their name, enter the check amount, pick Check, optionally record the check number, and Apply.
- A customer pays via online bill pay from their bank. Same flow, pick Mail Check (Online Bill Pay) as the method.
- You typed the wrong amount. Find the entry in the Recent checks entered list, click Modify, correct the amount, and save. The original entry is reversed and re-recorded automatically.
- A payment was entered by mistake. Click Undo on that entry. Any order it closed out re-opens with a balance owed again, and any account credit it created is removed.
- You need to enter payments for an entire delivery route at once, such as collecting checks from a driver's route sheet: use Payment Entry by Route instead.
Troubleshooting¶
Undo/Modify button isn't showing for an entry. Only payments entered through Payment Entry or Payment Entry by Route can be reversed here. Checks or credits entered through other tools (e.g. the customer page's Add Check/Credit modal) must be corrected from wherever they were originally entered.
"Invalid payment method" or "Amount must be greater than zero." The payment method selected isn't enabled for this tenant, or the amount field is blank/zero. Pick a method and enter an amount before applying.
Need the full picture of what a payment was applied to. Use the Checks Entered report. Click Info on any row to see every order (or account credit) that payment touched.
Recent Updates¶
2026-07-23¶
The By Route flow was split out to its own page, Payment Entry by Route. Payment Entry now shows a live "Recent checks entered" list with Modify (reverse and re-record with corrected values) and Undo (fully reverse) actions, and the customer-entry form opens in a modal instead of inline on the page.