A payment won't save or allocate
If you cannot record a payment, or cannot match one to an invoice, one of the checks below has failed. Work through the likely causes.
Recording the payment
- Amount must be greater than zero. Enter a positive amount.
- A field is missing. A payment needs a date, a payment method, and a currency (three uppercase letters, e.g. GBP). Fill in anything highlighted.
- The invoice can't accept a payment. You can only record a payment against an issued invoice that still has a balance. If the invoice is a draft, issue it first; if it is voided or fully paid, it cannot take a payment. You can instead record the money on account and allocate it later.
Editing or deleting a payment
- "This payment has been posted, so it can no longer be edited" (or deleted, or voided, or have an allocation removed). Once a payment is Posted it is part of your accounts, so it can't be changed. To undo it, use Reverse Payment on the payment's details page — this posts reversing entries and restores the affected invoices' balances. You choose what happened: a receipt recorded by mistake is marked Reversed, money that went back to the customer Refunded. Only a draft payment can be edited or deleted. See Refund or reverse a payment.
- "This payment has been refunded" (or "reversed as recorded in error"), so it cannot … A refunded or reversed payment stays on record as it was; nothing more can be done to it. If money was received again, record a new payment.
Allocating a payment to an invoice
Allocation matches a posted payment to an invoice. It can be blocked when:
- The payment isn't posted yet. Only a Posted payment can be allocated. Post it first.
- The payment is voided or refunded. These cannot be allocated.
- The amount is too big. You cannot allocate more than the invoice's outstanding balance, nor more than the payment's remaining unallocated amount. Reduce the amount.
- The invoice is in a different currency, or lacks a locked rate. A payment is allocated in its own currency; the invoice must have been issued (which fixes its exchange rate). Make sure the invoice is issued.
Note: for some allocation problems Sales Scribe shows a general message with a reference code rather than the specific reason. If that happens, re-check the points above — the payment is usually not yet posted, or the amount is larger than what's outstanding.
Foreign-currency payments
When you allocate a payment in a currency other than your functional currency, Sales Scribe may need your Realised FX Gain and Realised FX Loss accounts to be set in Settings → Accounting. If allocation is blocked and you trade in foreign currencies, check those are configured.