# Record a payment

Record money received from a customer and apply it to one or more open invoices.

Canonical: https://demo.qixcount.com/help/invoicing/record-a-payment

Who can do this: Owners, or people with *Record payments received* and *View all payments* and *View customers*

Where: Sales, then Payments received

You'll need: An approved customer and deposit account; General requires open invoices with balances; Nonprofit can retain an unapplied remainder

Record a payment after you receive money from a customer. This form records the receipt in your books; selecting a payment method does not charge the customer.

## Record the money received

1. Open **Sales**, then select **Payments received**.
2. Select **Receive Payment**.
3. Choose the customer in **Select Customer**.
4. Enter **Payment Amount**, at least $0.01.
5. Enter **Payment Date**. It starts with today's date.
6. Choose a **Payment Method** from the available methods.
7. Choose the account in **Deposit To**.
8. Enter each invoice's **Apply Amount** under **Apply to Invoices**.
9. Review **Payment Summary**.
10. Select **Record Payment**.

![Receive Payment with customer, payment details and invoice allocations](https://demo.qixcount.com/images/help/payments-receive-form.webp)

**Auto-Apply** distributes the amount in due-date order. **Fill** enters that invoice's full outstanding balance, even if it exceeds the payment amount. **Clear** resets all applied amounts.

In General, **Remaining** must be $0.00. In Nonprofit, you can leave part or all of the payment unapplied. Applied amounts inherit the invoice's financial coding; unapplied amounts use **Financial coding** on this form.

Enter an optional **Reference / Check #**, up to 100 characters, and **Notes** before saving. Both are saved on the payment. The detail page shows the reference under **Reference** and the notes under **Notes**.

## What happens next

You return to the payment list. QixCount assigns a payment number, updates the invoices' paid amounts and balances, and posts the payment to the general ledger. In General, this increases the selected deposit account and reduces accounts receivable, the amount customers owe you.

Select a payment number to see its customer, deposit account, applied invoices and activity. **View Journal Entry** opens its posting if you have *View journal entries* access. The list also has customer, date and payment-method filters. Its summary cards show business-wide totals rather than totals for the filtered rows.

## Troubleshooting

If **Record Payment** is unavailable, check the payment amount and allocations. No invoice can receive more than its current balance. Closed or locked periods and backdating settings can also block posting. A failed posting does not save the payment.

For amounts that do not match one invoice, read [Handle partial payments and overpayments](https://demo.qixcount.com/help/invoicing/partial-payments-and-overpayments). Next, [print or review payment receipts](https://demo.qixcount.com/help/invoicing/payment-receipts).

## Who can do this and what you need

Owners can record payments. Staff need *Record payments received*, *View all payments* to load open invoices, and *View customers* to search customers. The customer must be approved. Open invoices must have a balance and a sent, viewed, partial or overdue status.