> ## Documentation Index
> Fetch the complete documentation index at: https://docs.jingjaiops.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Recording a Payment

> How to record cash, transfer, PromptPay, and partial payments on an invoice.

When a customer pays — whether by bank transfer, cash, or PromptPay — you record the payment against the invoice. The invoice status updates and a receipt is generated.

## Recording a payment

<Steps>
  <Step title="Open the invoice">
    From the Invoices list or the customer's detail panel.
  </Step>

  <Step title="Click 'Record Payment'">
    A side panel opens.
  </Step>

  <Step title="Enter the amount">
    Defaults to the full balance. You can change it for partial payments.
  </Step>

  <Step title="Pick the payment method">
    Bank Transfer, Cash, PromptPay, Credit Card, Cheque, or Other.
  </Step>

  <Step title="Add the reference">
    Bank slip number, transaction ID, or any reference you want to keep.
  </Step>

  <Step title="Set the payment date">
    Defaults to today. Edit if the payment came in earlier.
  </Step>

  <Step title="Attach proof (optional)">
    Upload a screenshot of the bank slip or PromptPay confirmation. Stored on the invoice.
  </Step>

  <Step title="Save">
    The payment is recorded. The invoice status updates. A receipt is generated.
  </Step>
</Steps>

## Payment methods

| Method        | When to use                                           |
| ------------- | ----------------------------------------------------- |
| Bank Transfer | Customer transferred via online banking               |
| Cash          | Paid in person                                        |
| PromptPay     | Customer scanned the QR in the portal or your invoice |
| Credit Card   | If you accept cards via your own merchant             |
| Cheque        | Cheque number goes in the reference field             |
| Other         | Anything else — wallet apps, foreign transfers, etc.  |

The method is for reporting only — it doesn't trigger anything in your bank. JingjaiOps is not connected to your bank account; you record what came in.

## Partial payments

A partial payment is anything less than the invoice balance. Just enter the smaller amount when recording the payment.

The invoice moves to **Partial** status with the new balance shown. You can record additional payments any time, each generating its own receipt. When the cumulative payment equals the invoice total, the invoice flips to **Paid**.

Example flow:

1. Invoice for ฿107,000 issued and sent.
2. Customer pays ฿50,000 deposit-style → status: Partial, balance: ฿57,000.
3. Customer pays remaining ฿57,000 → status: Paid, balance: ฿0.

Each payment generates its own receipt. You can also send the full payment history (all receipts in one PDF) from the invoice's **Documents** tab.

## Balance due calculation

The invoice's **Balance** is always:

```
Balance = Total − Σ Payments + Σ Credit Notes
```

If a credit note is applied (e.g., for a damaged item adjustment), it reduces the balance the same way a payment does. The status flips to **Paid** when the balance reaches 0.

## Receipt generation

A receipt is generated automatically every time you record a payment. The receipt:

* Has its own number, format `RC-YYYY-NNNN` (configurable prefix)
* Lists the payment amount, method, reference, and date
* References the original invoice number
* Is bilingual EN/TH
* Is downloadable from the invoice's Documents tab and the customer's portal

For pre-payments (paid before the job starts), the receipt uses a different prefix `PREREC-YYYY-NNNN`. Read [Pre-payment](/invoices/prepayment) for more.

## Payment history

Each invoice has a **Payments** tab showing every payment recorded against it:

| Date        | Amount  | Method        | Reference       | Receipt #    |
| ----------- | ------- | ------------- | --------------- | ------------ |
| 14 Mar 2026 | ฿50,000 | Bank Transfer | KBank slip 8824 | RC-2026-0182 |
| 18 Mar 2026 | ฿57,000 | PromptPay     | TXN-72-9914     | RC-2026-0211 |

Click any row to see the full payment detail or download the receipt.

## Editing or voiding a payment

If you recorded a payment by mistake:

1. Open the payment record from the Payments tab.
2. Click **Edit** to change amount, method, or reference.
3. Or click **Void** to remove it (Admin only).

Voiding a payment voids the receipt as well. The invoice balance recalculates immediately. The action is logged in the audit trail with a required reason.

<Tip>
  If a customer asks you to "use my prior overpayment" against a new invoice, record the prior overpayment as a credit on the customer profile, then apply it as a Credit Note on the new invoice. JingjaiOps doesn't currently auto-apply prior overpayments.
</Tip>