Payments

Payments settle approved invoices and 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.

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 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, 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 Printed 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.