> ## Documentation Index
> Fetch the complete documentation index at: https://www.adorabl.info/llms.txt
> Use this file to discover all available pages before exploring further.

# Incoming payments

> Record and apply customer payments to open invoices.

Incoming payments capture customer receipts — checks, ACH, wire, card settlements, and other methods — and apply them to open invoices. Unapplied amounts stay on the customer account until you allocate them.

## Prerequisites

Before recording payments:

* Posted **open** or **partial** invoices exist to apply against. See [Invoices & adjustments](https://www.adorabl.info/accounts-receivable/invoices-and-adjustments.md).
* [System accounts](https://www.adorabl.info/books/setup/system-accounts.md) includes a bank or undeposited-funds account for payment posting.
* Optional: [Connect bank accounts](https://www.adorabl.info/banking/connect-bank-accounts.md) so treasury can reconcile deposits to recorded receipts.

| Prerequisite | Where |
| - | - |
| Open invoices | Invoices & Adjustments → Invoices tab |
| Deposit GL account | Finance setup → Default GL Accounts |
| Customer receipt details | Check #, reference, payment date |

## Payment list anatomy

The **Incoming Payments** list surfaces what needs attention first:

Stat tiles at the top of the Incoming Payments list show live counts by status scope — **Draft**, **Open**, **Partial**, **Closed**, and **Voided** — so you can jump to receipts in each state. Click a tile to filter; click **Show all** to reset.

| Column | Purpose |
| - | - |
| **Payment #** | Unique document identifier |
| **Customer** | Who paid |
| **Date** | Receipt date |
| **Amount** | Total received |
| **Applied** | Amount allocated to invoices |
| **Unapplied** | Remaining customer credit |
| **Applications** | Invoice numbers this payment touched |
| **Status** | Pending, Succeeded, Closed, or Failed |

Stat tiles at the top summarize payment count and volume for the current period.

Payments transition to **Closed** automatically once the applied amount fully covers the payment total, signalling that the receipt has been reconciled against invoices with no remaining unapplied balance.

## Document actions

| Status | Primary actions | Notes |
| - | - | - |
| **Draft** | **Save as Draft**, **Save** | **Save as Draft** persists the payment without posting; **Save** posts the receipt and applies allocations |
| **Posted** | **Save** (when editing applications) | Application updates on posted payments retain a single journal entry |

Use the overflow menu for void, delete, cancel, and relationship map actions.

## Record a payment

**1. Open Incoming Payments**

1. In the sidebar, open **Accounts Receivable**.
2. Click **Incoming Payments**.

**2. Start a new payment**

Click **Record payment**.

adorabl opens a new payment record with header fields and an application grid.

**3. Enter header details**

| Field | Guidance |
| - | - |
| **Customer** | Required — drives open invoice list |
| **Payment date** | Date cash was received or will clear |
| **Amount** | Total receipt |
| **Reference** | Check number, ACH trace, or gateway transaction ID |
| **Method** | ACH, wire, card, cash, check, or a custom method configured in [Payment methods](https://www.adorabl.info/books/setup/payment-methods.md) |
| **Deposit account** | GL bank or undeposited funds account — only accounts linked to the selected method appear |

Type, customer, payment date, method, deposit account, and a positive amount are required before adorabl saves a draft or posts. Drafts display as **Draft payment**; the payment number is assigned when you post.

After you select a customer, adorabl loads open invoices with balances due.

**4. Apply to invoices**

On the application grid:

1. Enter the **amount to apply** on each invoice row.
2. Use **Apply full balance** shortcuts when paying an invoice in full.
3. Confirm **Applied** + **Unapplied** = **Amount**.

| Scenario | Result |
| - | - |
| Applied = Amount | Payment fully allocated; invoices update to Paid or Partial |
| Applied \< Amount | Unapplied balance remains on the customer for future invoices |
| Applied > Amount | Blocked — applications cannot exceed receipt |

**5. Post the payment**

Click **Save**.

adorabl:

* Creates the cash receipt journal entry
* Reduces invoice balances and updates invoice status
* Links the payment to invoices in the relationship map

Posted payments can be voided from the payment detail screen when corrections are needed. See [Void a payment](#void-a-payment).

## Payment statuses

| Status | Meaning |
| - | - |
| **Draft** | Saved but not yet posted to the general ledger |
| **Pending** | Posted; awaiting external confirmation (for example, in-flight ACH) |
| **Succeeded** | Posted with cash received and applications recorded |
| **Closed** | Fully allocated to invoices; no unapplied balance remains |
| **Voided** | Reversed by the user; original journal entry offset by a reversal entry |
| **Failed** | Provider or bank returned an error |

## Void a payment

Voiding reverses the payment's journal entry, restores the balance due on any invoices it was applied to, and stamps the payment with the **Voided** status. Use void to correct a posted payment — never delete one.

**1. Open the payment**

From **Incoming Payments**, open the payment you need to void.

**2. Choose Void**

Click **Void**. adorabl opens a confirmation dialog explaining the reversal and asking you to choose the posting date.

**3. Pick the reversal posting date**

Select one of the following options:

| Option | When to use |
| - | - |
| **Today** | Prior period is closed and the reversal belongs in the current open period |
| **Original payment posting date** | Correcting a same-period entry so the reversal nets to zero on the original date |
| **Custom date** | Backdating or forward-dating to a specific open period — pick a date in the calendar |

**4. Confirm**

Click **Void payment**. adorabl:

* Posts a reversing journal entry on the selected date
* Restores the balance due on every invoice the payment was applied to
* Sets the payment status to **Voided** and stores the reversal journal entry code on the record

The **Relationship map** and **Source journal entries** panel on the payment both link to the reversal entry so you can trace the offset.

## Copy a payment

Use **Copy payment** in the header to start a new draft from an existing incoming payment. The copy is dated today and keeps the customer, method, deposit account, amount, and reference. It starts **unapplied** — posting state, invoice applications, and reversal links are not copied — so allocate it in **Transactions to Apply** before you post.

## Discard a draft payment

If you started a payment in error, delete it before posting to keep the payments list clean.

* On a payment still in **Draft**, open the header menu and select **Delete**, then confirm.
* adorabl removes the payment and any in-progress invoice applications, then returns you to the Incoming Payments list.

> [!WARNING]
>
> **Delete** is only available while the payment is in **Draft**. Posted payments must be undone with **Reverse payment** — reversal restores invoice balances and posts offsetting GL entries.

## Record payment from an invoice

You can also start from an open invoice:

1. Open the invoice from **Invoices & Adjustments**.
2. Use **Record payment** on the invoice detail screen.
3. adorabl pre-fills the customer and suggests applying up to the invoice balance due.

This is the fastest path when a customer pays a single invoice in full.

## Example: Trail Ridge Outfitters

Aspen Sports Co. sends a \$948.00 ACH for two open invoices:

| Invoice | Balance due | Applied |
| - | - | - |
| INV-1048 | \$948.00 (after prior credit) | \$948.00 |

Trail Ridge records **PMT-2201** on March 28:

* Payment date: March 28
* Amount: \$948.00
* Reference: `ACH-8844221`
* Deposit account: **1100 · Operating Cash**
* Result: INV-1048 → **Paid**; customer open balance \$0

When a Shopify settlement batch arrives for \$3,420.00 covering dozens of small invoices, Trail Ridge records one payment with multiple line-level applications — or a single application to the oldest open B2C invoices depending on their reconciliation process.

## Online pay link receipts

When a customer pays through a hosted [pay link](https://www.adorabl.info/accounts-receivable/invoices-and-adjustments.md), adorabl can record the receipt automatically (stub provider today). Manual verification against your gateway settlement report is still recommended until live card processing is enabled.

## Related guides

> **[Invoices & adjustments](https://www.adorabl.info/accounts-receivable/invoices-and-adjustments.md)**
>
> Post invoices before applying payments.

> **[Customers](https://www.adorabl.info/accounts-receivable/customers.md)**
>
> Review customer open balance and payment history.

> **[Bank reconciliation](https://www.adorabl.info/banking/bank-reconciliation.md)**
>
> Match bank deposits to posted incoming payments.

> **[Settlement reconciliation](https://www.adorabl.info/books/settlement-reconciliation.md)**
>
> Reconcile marketplace payouts before applying to invoices.

## Troubleshooting

> **No open invoices when recording payment**
>
> The selected customer has no posted open or partial invoices. Confirm invoices are posted (not draft) and belong to the same organization.

> **Cannot post — applications exceed amount**
>
> Reduce per-invoice application amounts so the total applied equals or is less than the payment amount. Unapplied balance is allowed; over-application is not.

> **Payment posted but invoice still shows open**
>
> Refresh the invoice detail. Partial applications leave **Partial** status until balance due reaches zero. Confirm you applied to the correct invoice number.

> **Need to undo a payment**
>
> Open the payment detail and click **Void**, then choose the reversal posting date (today, the original payment date, or a custom date). Voiding restores invoice balances and posts an offsetting journal entry — see [Void a payment](#void-a-payment). Do not delete posted payments.

> **Void fails because the period is closed**
>
> Reopen the target period from [Period close](https://www.adorabl.info/books/period-close.md), or run the void with a **Today** or **Custom date** in an open period. The reversal journal entry must land in an open period.

> **Unapplied balance on customer**
>
> This is normal when the customer overpays or sends a lump-sum settlement. Apply the credit on the next payment or allocate manually to new invoices when they post.

> **Payment shows applied in full but is not Closed**
>
> A payment closes automatically once its applications cover the full amount, including the case where a checkout deposit is applied to the invoice adorabl creates at fulfillment. Reload the payment; if the balance still shows a false warning, confirm the applied total equals the payment amount.

> **Save as Draft is disabled**
>
> A draft needs a transaction type, customer, payment date, method, deposit account, and an amount greater than zero. Fill the missing header field and try again.

> **Deposit does not appear in bank reconciliation**
>
> Confirm the payment posted to the same GL account mapped to your connected bank account. See [Connect bank accounts](https://www.adorabl.info/banking/connect-bank-accounts.md) and [Bank reconciliation](https://www.adorabl.info/banking/bank-reconciliation.md).


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