Payments in kBilling are always applied to individual invoices, not to customer "accounts". However, there are shortcuts in place to pay invoices for customers directly from the customer record.

 

First we need to find our customer.

 

 

Double click the result of the customer whose invoice you want to post a payment on.

 

 

Click the Payment button or press F8 on the keyboard to issue a new payment

 

 

The above window will show with a list of invoices currenting pending payment. Click on an invoice to post a payment.

 

 

When you click on an invoice in the "Customer Payment" window, this window (the payment window) will appear. This is the window that is used to post payments to an invoice.

 

Balance Due is the amount currently due on the invoice

Post Date defaults to the current day but can be adjusted forward or backward. Click on the date to type in a date value or the down arrow next to the date to select from a calendar .

Click on the down arrow next to the list to select the appropriate payment type:

 

Selecting Check or Money Order causes the Check/Money Order # to be enabled to allow for the recording of the check or money order number.

 

Selecting Credit Card enables all of the credit card fields in the bottom part of the payment window. If you have configured kBilling to use one of the Internet payment processors Plug N Pay, Verisign Payflow Pro or Authorize.net posting a payemnt of type Credit Card will charge the customer's card!

 

The Cash, Paypal and Other type are informational. Integrated Paypal support is coming soon!

 

Total Payment Amount is the full amount of the payment, even if the payment is more than the amount due on the invoice. In the event a payment of more than the amount due is posted you will see the amount due appear in the Amount Applied field and the difference added to the customer's account as a credit with a note telling where the credit came from.

 

Amount Applied is the amount of the payment applied to the current invoice. This is a read-only field filled in automatically.

 

Notes is a free-form text field used for keeping any kind of note on the payment. This information is not displayed on the invoice.

 

Once all the appropriate fields have been filled in, click the save button to post the payment! The payment window will close and if the payment was for at least the amount due on the invoice the invoice will automatically be marked paid. If a credit card payment was used and a payment processor has been configured there will be a progress window shown while connecting to the payment gateway.

Voiding Payments

 

Once a payment has been posted, it is possible to void the payment. Voiding a payment marks the payment void and changes the status of the invoice back to Pending. A record of the voided payment is kept. If the payment was a credit card payment and a payment gateway was configured kBilling will attempt to void the credit card payment - if that fails kBilling will prompt to do a return to the credit card for the amount charged.