# Payments

> Record invoice and bill payments one at a time or in batches, with cross-currency FX handled correctly.

Source: https://www.accountfun.com/docs/guides/payments/

Payments settle approved [invoices](https://www.accountfun.com/docs/guides/invoices/) and [bills](https://www.accountfun.com/docs/guides/bills/). AccountFUN records a payment from the document’s detail page, posts the cash-vs-receivable/payable journal entry, and moves the document toward **Paid**. There’s no separate “Payments” list — payments live on their documents and are viewed via the transaction detail page or reports.

## Record a single payment

Open an **approved** invoice or bill that has a balance due and click **Record Payment**.

Who can record payments

Recording a payment needs the **Record Payments** permission plus access to that document’s side — sales for invoices, purchases for bills. Choosing the bank account doesn’t reveal its balance or transactions; that’s the separate **Bank Accounts** permission. See [Roles & permissions](https://www.accountfun.com/docs/guides/roles/).

| Field                   | Notes                                      |
| ----------------------- | ------------------------------------------ |
| **Payment Date**        | When the money moved                       |
| **Paid To / Paid From** | The bank account it landed in or left from |
| **Payment Amount**      | Defaults to the balance due                |
| **Payment Currency**    | Any enabled currency                       |
| **Reference**           | Optional (e.g. cheque number)              |

When the amount equals the balance due, the document moves to **Paid**. A partial payment leaves it **Approved** with a reduced balance.

No overpayments

AccountFUN prevents recording more than the balance due (within a 1-cent rounding tolerance). If a customer overpays, record the exact balance as a payment and handle the surplus separately — or wait for the bank line and reconcile it as Receive Money.

## Cross-currency payments

When the payment currency differs from the document currency or the bank account currency, an **exchange-rate** field appears. The system rate is pre-fetched; you can override it to match what your bank actually charged. Any difference between the rate you paid at and the document’s original rate posts automatically as a **realized FX gain or loss** to your Realized FX account, and shows on the transaction’s detail page.

See [Multi-currency](https://www.accountfun.com/docs/guides/multi-currency/) for the underlying model.

## Batch deposits and batch payments

To settle many documents at once, select them on the **Approved** tab and click:

* **Batch Deposit** (invoices) — for a single bank deposit settling several customer invoices.
* **Batch Payment** (bills) — for a single bank payment covering several supplier bills.

AccountFUN **groups the selected documents by currency and contact**, so a single lump-sum deposit becomes one payment per contact/currency group, all sharing the same bank account, date, and reference. Each group is a normal posted payment; they’re tied together with a shared **batch ID**.

The batch modal lets you:

* Edit the per-document amount (defaults to each balance; turns red on overpay).
* Override the exchange rate for each foreign currency, with a live “base equivalent” read-out.
* Confirm — one click settles the whole batch.

A batch can be viewed on its **batch page** (`/batch-payments/{id}`), which summarizes the total, lists every member payment and the documents it allocated to, and shows whether each bank line has been reconciled. An admin or accountant can **reverse the whole batch** from there.

Batches also reconcile as one

During [bank reconciliation](https://www.accountfun.com/docs/guides/bank-reconciliation/), a batch’s member bank lines collapse into a single candidate so you can match one statement line to the whole batch at once. The matched amount fans out proportionally across the members.

## Where payments show up

* **On the document** — a **Payment History** card lists each payment (date, amount, account, reference) with a link to the transaction.
* **On the transaction detail page** — `/transactions/{id}` shows the full journal entry, the allocations across invoices/bills, the reconciliation status, and any realized FX. A payment receipt can be **Print**ed from here.
* **In reports** — payments feed the AR/AP Aging, Cash Flow, and Transactions reports.

## Reversing a payment

On the transaction detail page, **Remove & Redo** voids a payment by posting a reversal entry (blocked if the payment is already reconciled — unreconcile first). For auto-created payments (from reconciliation or bank rules), a combined **Unreconcile & Remove/Redo** does both in one step.

## Worked example: batch deposit of three invoices

You make a bank run and deposit three outstanding invoices — two for Acme Co (USD) and one for Beta Ltd (USD):

1. On the **Invoices → Awaiting Payment** tab, tick the three invoices.
2. Click **Batch Deposit**. Payment date today, paid to **Business Checking**.
3. AccountFUN groups Acme’s two invoices into one payment and Beta’s into another (same currency, different contact). Confirm.
4. Two payments post, each settling its invoices. All three move to **Paid**, tied together under one batch.
5. When the single $X deposit appears on your bank statement, reconcile it — AccountFUN suggests the batch as one candidate.

One batch action, one reconciliation match, three invoices settled.