The Payment screen lets you record payments from clients, payments to suppliers, and refunds. You can save a payment as Pending, mark it Paid, connect it to documents, and void it when it should no longer be treated as an active payment.

You can open the payment form in several ways:

- Directly by the Menu

Payments and Balance > Add Payment From Client -or-

Payments and Balance > Add Payment To Supplier

- By selecting a transaction Number in the Payment List

Payments and Balance > View Payments

- From the Payments tab of a supplier or client record

Suppliers/Clients > View Suppliers/Clients > Click on a Supplier/Client > Click on the Payments tab > Click on the Payment Transaction Number

- From the Payments area of a saved document

Sales/Purchases > Open up an existing order or bill/invoice > Click on the Payments tab > Click on the Payment Transaction Number

The Payment form can be used to:

- record a new payment or refund

- record a full or partial payment against a document

- save a payment before it has been completed

- mark a pending payment Paid

- review and manage related documents

- void a payment or return a voided payment to Pending

Choose the payment type according to the direction of the transaction:

Enter a positive amount for both payments and refunds. The type and business context determine the balance effect; do not enter a negative payment amount to represent a refund.

A new payment starts as Pending unless you use the action that inserts it and marks it Paid. Only Paid payments count as settled payments in the document's paid amount and the supplier/client balance.

Recording a payment or marking it Paid updates Megaventory's records. These actions should not be treated as instructions that transfer money through a bank or charge a card.

Choose Payment or Refund for a new standalone record. The default is Payment.

When you create a payment from a document, the document context determines the payment type. For example, a return-related payment is created as a refund. The type cannot be changed after the payment has been created.

Select the company that owns the payment. When only one company is available, it is selected automatically and the field is hidden.

When opening the form from a document, a specific document company is preselected and locked. If the document is not assigned to a specific company, you may need to select one before completing the payment.

Select the business involved in the payment. The entry point determines whether you are recording a client or supplier transaction.

The list is limited by your access permissions. If you opened the form from a supplier/client record or document, the business may already be selected. A document-linked business cannot be changed in the popup.

Enter an amount greater than zero. Zero and negative payment amounts are not accepted.

For a partial payment, enter only the amount being recorded now. Use the document's **Pay Remaining Amount** action when you want the form to calculate the unpaid amount instead.

Select the method used for the payment. This is a required field. A new standalone payment does not initially have a method selected; a document can provide a preselected method.

Select the payment currency. When creating a payment from a document, its currency is supplied by the document and cannot be changed in that popup.

Payment relationships must use compatible document and payment currencies. The form is not a currency-conversion workflow.

Select the date to record for the payment. New payments initially use today's date. This is distinct from the record's creation date, which is shown in the Payment List.

Use comments to explain the payment, such as its purpose or supporting reference. Payment comments support up to 4,000 characters.

For an existing standalone payment, the Relationships section opens the related-document selector. Save a new payment before trying to manage its relationships. The document popup does not show this section because it is already being opened in a document context.

1. Open Add Payment From Client or Add Payment To Supplier.

2. Choose Payment or Refund.

3. Select the company, where required, and the supplier or client.

4. Enter the amount and select the payment method and currency.

5. Review the payment date and add comments if needed.

6. Choose how to save:

- Insert creates a Pending payment.

- Insert and Mark As Paid creates a Paid payment.

7. Check the success message before leaving the page.

After a successful standalone insert, the form resets for another entry. To manage the saved payment's relationships or make further changes, find it in the Payment List and click on its transaction number.

A standalone payment is not automatically assigned to every outstanding invoice for that business. Use document relationships to identify the documents it covers.

Open the saved document's Payments tab. The payment table shows related payment records, including their transaction IDs, amounts, currency, method, status, date, and comments.

Where related payments are present, the footer displays:

- Totals: the document total

- Paid: the total counted from related Paid payments

- Balance: the document total minus the Paid amount

Pending payments are not included in the Paid amount.

Use Add Payment to record a payment of an amount you choose, such as an instalment.

1. Open the document's Payments area.

2. Select Add Payment.

3. Check the prefilled document details.

4. Enter the amount and review the method, date, and comments.

5. Select Insert to save it as Pending, or Insert and Mark As Paid if it has been paid.

6. Review the refreshed document payment information.

The new payment is related to the document. Adding the relationship alone does not make a Pending payment Paid.

Use Pay Remaining Amount to prefill the outstanding amount:

Remaining amount = Document total - Related Paid payment amounts

The calculated amount is locked in this popup. To enter a smaller instalment instead, use Add Payment.

For example, if a document total is 1,000 and its related Paid payments total 400, the remaining amount is 600. A related Pending payment of 200 does not reduce that calculation.

> Review existing Pending payments before creating another payment for the remaining amount. If a pending record represents the payment you are now confirming, open and mark that record Paid instead of creating a duplicate.

The Pay Remaining Amount button is hidden when the calculated balance is zero or negative. A negative document payment balance is displayed in parentheses.

Select its transaction ID in the document's payment table to reopen the payment form. Available fields and actions follow the same status restrictions as the standalone form.

A payment can be associated with one or more compatible documents, up to the amount available on the payment.

1. Open the saved payment from the Payment List.

2. Open the related-document selector in Relationships.

3. Find and add the document to relate to the payment.

4. Review the relationship list and the affected document's payment information.

Use documents for the same company, supplier/client, and currency. The document type must also match the payment's purpose:

- client payments can relate to sales invoices or sales orders

- supplier payments can relate to purchase invoices or purchase orders

- return-related refunds relate to the corresponding credit-note type

A voided payment cannot be related to a document. A payment that is fully allocated has no remaining amount available for another relationship.

Use the remove action beside a related document to remove that relationship. Removing a relationship does not delete or void the payment. It updates the document's payment associations and payment status; a Paid payment still has its own effect on the supplier/client balance.

Relationship additions and removals are applied through the relationship selector. Do not rely on Cancel in the main payment form to undo relationship changes already made.

Open its transaction number, change the editable details, and select Update.

For an existing Pending payment, Update and Mark As Paid saves the submitted payment details and marks the payment Paid.

The following restrictions protect recorded transactions:

- Company, supplier/client, and payment type cannot be changed on an existing payment.

- Amount and currency changes are limited to Pending payments created in Megaventory.

- A Pending payment with document relationships has its currency locked in the form.

- Paid payments have their amount, currency, and payment method locked.

- Voided payments are not editable through Update.

- Failed and Rejected payments cannot be updated through the normal update operation.

- Only Pending payments can be marked Paid.

If a field is locked, check the status and document relationships rather than creating a second payment without reviewing the first.

Open the payment and select the available Void action to invalidate it without deleting the record.

Voiding a Paid payment reverses its balance effect and recalculates the payment status of its linked documents. A Pending payment has no paid balance effect to reverse.

A payment with active dependent payments, such as related refund records, cannot be voided until those dependencies are resolved. Review the message returned by the application before proceeding.

A Voided payment provides an UnVoid action. Unvoiding returns it to Pending, not Paid.

Review the payment after unvoiding. If it should count as paid again, it must be marked Paid separately.

The payment form uses Void and UnVoid rather than a payment Delete action.

Check its status. Insert saves a new payment as Pending. It must be marked Paid to affect the paid amount and supplier/client balance.

Check the payment status, unallocated amount, document type, company, supplier/client, and currency. A voided or fully allocated payment cannot receive another relationship.

Check that you opened the correct client or supplier workflow and have the required payment access for that business.

No. Removing the relationship changes which document the payment is associated with. Use Void when the payment itself must be invalidated.