Record payments Praxis Desk Kasse

Record payments for an invoice or fee note.

Required license

Partial payments (multiple payments, remaining balance) require the Partial Payment module. Without this module, follow the article Change payment status. Using a voucher as a payment method also requires the Voucher module.

Requirements

• The invoice or fee note is not a draft, not a training entry, and not canceled.
• The gross amount is greater than or equal to 0.
• You have the Bearbeiten permission for invoices.
• Receipts can't get a payment status — only invoices and fee notes.

How to proceed

1. Open the invoice overview.
2. Click the Open status badge in the invoice row. This opens the payment dialog directly. Alternatively, open the row action menu and click Payments.
3. In the Payments dialog, you see payments already recorded, or the message "There are currently no payments." If dunning is active with open dunning costs, an additional Dunning costs section appears.
4. In the Add payment section, choose a payment method: a configured payment method, POS terminal, or Voucher (only with the Voucher module).
5. Check the amount. Offisy pre-fills it with the outstanding balance. Use the quick-select percentages 10/25/33/50/75/100% to adjust it fast.

Fig. 1The payment dialog for the open invoice RE2600001 with the Cash payment method selected.

6. Click the button for the selected payment method, for example Mit Bar bezahlen. For a voucher, it reads Mit Gutschein bezahlen.

For payment methods other than cash, the Payment reference block also appears. Optionally enter a reference there and choose the date of the payment. The date is on or after the invoice date and at most today. Otherwise you see the message "The payment could not be processed because the date is not valid."

For cash payments, enter an amount higher than the outstanding balance. Offisy then shows the change.

After you click, Offisy creates the payment and shows the message "Payment — The payment was created".

If you enter an amount lower than the outstanding balance, the invoice stays partially open. Record further payments until the balance reaches 0 or less.

The payment status then switches to Paid. Multiple partial payments on one invoice require the Partial Payment module. Without the module, change the status as described in Change payment status.

Note: The Open status shows an outstanding balance greater than 0 (clock icon). The Paid status shows a fully paid balance (checkmark icon, green). Find more on canceled, training, and draft invoices in the article Invoice types.

Cancel a payment

1. Open the Payments dialog of the invoice.
2. Open the action menu of the incorrect payment and click Stornieren.
3. In the Teilzahlung stornieren dialog, enter a reason (Begründung). It's required.
4. Click Stornieren. Offisy shows the message "Die Teilzahlung wurde erfolgreich storniert."

Common issues

• Date is rejected: The date is before the invoice date or in the future. Choose a date between the invoice date and today.
• Payments can't be recorded: The invoice is a draft, a training entry, or canceled. These invoices don't allow a payment status change.
• Voucher or partial payment option is missing: The corresponding module isn't active in your license. Contact support@offisy.at.