Record an Invoice Payment

Record a customer payment so SPRK reduces the amount owed and updates the invoice status. Payment history and linked entries remain available for later review.

When to use this

Use this guide when a customer has paid an invoice and you want SPRK to reduce the receivable and update the invoice status correctly.

Before you start

• The invoice already exists.
• The invoice is not already fully paid.
• A deposit account is available in the Deposit to selector.
• Your company has a default Accounts Receivable account configured for receivables workflows.
• The invoice is in an active receivables state such as Open or Partial.

Steps

1. Open Invoices.
2. Find the invoice you want to collect against.
3. Open More for that invoice and select Record Payment.
4. In Receive payment, complete:
   • Payment date
   • Amount
   • Deposit to
   • Reference #, if needed
   • Memo
5. If the account is missing, use the add-account option from Deposit to when it is available.
   • Create only the bank, cash, or credit-card settlement account you actually want for this payment.
   • Inline account creation adds an account choice; it does not record the payment until you save the payment workflow.
6. Select Record payment.
7. If the payment is less than or different from the remaining balance, review the confirmation prompt before you continue.
8. Return to the invoice list and confirm the updated Balance and Status.
9. If you need collection follow-up for other invoices from the same customer, return to that customer record or aging report after the payment is recorded.
10. To review later, use the invoice row action menu for View payment history or View linked journal entries.

Banking Match Path

When the customer payment first appears as a pending money-in row in Banking, use Match bank transaction when available. SPRK can suggest open invoices, show the candidate number, customer, dates, open amount, bank amount, and difference, then use Receive Payment & Confirm or Receive Partial & Confirm when the bank amount is eligible. Overpayments are not actionable from that Banking match path.

What happens next

SPRK records the payment, reduces the invoice balance, and updates the status:

• fully paid invoices become Paid
• partially paid invoices become Partial

Customer payment terms and credit settings can help you review receivables before collection, but they do not replace this payment workflow.

• Recording a payment reduces Accounts Receivable and increases the selected deposit account according to the invoice payment workflow.
• Creating a Deposit to account inline only changes the available settlement-account choices. The payment itself is posted only when you record it.
• Reversing a payment-linked journal through a supported source-document confirmation can deactivate the payment application and reopen the invoice balance.

If something looks wrong

Practice and examples

Use the practice file and screenshots to compare recording a payment, matching a bank deposit, and reviewing payment history after the invoice balance changes.

• Practice file: bank-deposit-invoice-match.csv

Payment history and linked journals are review surfaces, not edit screens. The invoice action menu keeps payment review close to the source document.

Related

• Configure customer payment terms and credit
• Create and open invoices
• Understand invoice general ledger impact
• Review document payment history and linked journals