Record payments and change the payment status Praxis Kasse Desk

Record payments for an invoice or fee note and change the payment status.

Benötigte Lizenz

Partial payments (multiple payments, remaining balance) require the Partial Payment module. Without this module, only a simplified Change payment status dialog (paid/open) is available. 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 do it

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 (with the Partial Payment module) or Change payment status (without the module).
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. Click Add payment and 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.
6. Enter the payment date. It must be on or before today and on or after the invoice date. Otherwise you see the message "The payment could not be processed because the date is not valid."
7. Optionally enter a reference.
8. For cash payments, enter the amount given. Offisy calculates the change.
9. Confirm the dialog. 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 Partial Payment module, use the Change payment status dialog instead and set the status directly to paid or open. You can also create a payment receipt via Create receipt from invoice/fee note.

You can cancel a single payment again if it was recorded by mistake.

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 invoice types article.

Common issues

• Payment date is rejected: The payment 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.