Recording Payments and Part Payments

Record money you receive at the office against an invoice, in full or in parts. Each payment gets its own receipt, and the invoice shows what has been paid and what is still owing.

Recording a Payment

On a booking or lease, click Record Payment on the invoice. From the invoices list or a customer profile, click Actions on the invoice, then Record Payment. The amount still owing is shown at the top of the form.
Fill in the form:
- Amount Received (AUD): the amount the guest paid. It can be the full amount owing or part of it.
- How Was It Paid: Cash, EFTPOS, Bank transfer, Cheque, Card at the office, or Other.
- Date Received: the day the money arrived. It is set to today and can be an earlier date.
- Reference (Optional): anything that helps you match the payment later, such as a bank transfer reference or a cheque number.
Click the record button. It shows the amount, such as Record $100.00 Payment.

For example: on a $300.00 invoice, record $100.00 cash today and $200.00 by bank transfer next week. After the first payment the invoice shows Part paid with $200.00 owing. After the second it is paid.

What Happens

The guest is emailed a payment receipt for that payment. While part of the invoice is still owing, the email shows the invoice total, what has been paid so far, what is still owing, and a button to pay the rest online.
The booking is marked paid once all its invoices are paid.
The payment goes into your accounting on the date received.
The invoices list shows a Part paid badge on invoices with money owing after a payment. Use the Part paid status filter to list them.

Payments for a Day Already Sent to Xero

Each day is sent to Xero or the daily summary CSV early the next morning. When you record a payment with a date that has already been sent, Camper BMS asks before recording it.

Record in today's summary: the payment is recorded with the date you received it, and its receipt shows that date. It goes into today's Xero summary, and the days already in Xero stay as they are.
Leave it: nothing is recorded.

For example: on 10 October you record $50.00 cash received on 6 October. Its receipt says 6 October and it appears in the 10 October summary in Xero. If that puts the payment in a different GST period from the day you received it, check with your accountant.

Card and direct debit payments are always recorded on the day they were taken.

Mark as Paid

Mark as Paid records everything still owing as one payment received today. On a part paid invoice, it records only the amount still owing.

Payment Amounts

A payment can be anything up to the amount owing. A larger amount is refused.
A part payment must be at least $1.00. Paying the full amount owing is always accepted, even when it is less than $1.00.
An invoice that mixes GST treatments, such as a long stay with a standard part and a concessional part, is paid in one payment. Record the payment once the guest pays it all, or void the invoice and issue the accommodation and extras as separate invoices.
While a direct debit is collecting an invoice, you can record a payment of the full amount owing. Recording the full amount cancels the direct debit at GoCardless when it has not yet gone to the bank.

The Payments List

The Invoice Actions modal lists every payment on the invoice with its receipt number, amount, date, how it was paid and its reference. Each payment has these actions. Direct debit payments have none.

Refund: refunds money from that payment. It shows when the invoice has more than one payment. With one payment, use Process Refund or Record Refund. See Issuing Refunds.
Mark not received: records the payment as not received. Its receipt is marked not received, it is taken back out of your accounting, and the amount is owing again. Use it when a payment was recorded by mistake or a cheque bounced. Reversing a card payment only changes your records. To give a guest their money back, use Refund.
Mark received: counts a payment marked not received as received again. It is refused when the invoice has since been paid another way. If the money did reach you, the guest has paid twice: give it back to them and leave the payment marked not received. If the other payment was recorded by mistake, mark that one not received first, then mark this one received.

A payment that has been refunded, in full or in part, cannot be marked not received. Direct debit payments are marked not received by GoCardless when a collection fails.

On an overpaid invoice, an earlier payment cannot be marked not received while a later payment holds the overpayment. Refund the overpayment first.

Marking a payment not received, or received again, goes into your accounting on the day you do it.

Marking Every Payment Not Received

On a part paid invoice, Mark Not Received records every payment on it as not received, and the full amount is owing again. On a paid invoice the same button is called Mark as Unpaid.

Overpaid Invoices

An invoice is overpaid when a card payment or a direct debit lands after the invoice was already paid another way. For example: a guest pays $300.00 online while you record $300.00 cash at the office for the same invoice. The extra $300.00 is the guest's money held by you.

The invoice shows Overpaid by and the amount in the Invoice Actions modal.
Your park's email address receives an Invoice overpaid email naming the payment that caused it.
The guest is emailed a payment receipt showing how much of the payment is more than the invoice total.
When an extra direct debit is charged back or returned by the bank, only that payment is marked not received and the invoice stays paid.
To hand the extra back, refund it from that payment. The invoice stays paid.

Voiding an Invoice With Payments

An invoice with money held on it cannot be voided. Refund its payments, or mark them not received, first.