Manually Adding Payment on Invoice
Purpose:
This SOP outlines the steps to manually add a payment (e.g. Adding payment for Banktransfer payment or Client paid outside of whmcs) to an invoice for Ashlex Hosting. This ensures accurate financial records and Automation.
Prerequisites:
- Confirm that the payment has been received (e.g., bank transfer, cash deposit, or other methods).
- Verify the invoice number and client details.
Procedure:
1. Log in to the Admin Panel
2. Locate the Invoice
- Go to the "Invoices" or "Billing" section.
- Use the search bar to find the invoice by:
- Invoice number
- Client name
- Client email
3. Open the Invoice Details
- Click on the relevant invoice to view its details.
- Verify that the invoice matches the payment received.
4. Add Payment
- Click on the "Add Payment" Tab
.
- Fill in the following details:
- Payment Date: Select the date when the payment was received.
- Payment Method: Choose the payment method (e.g., Bank Transfer, Cash, Credit Card).
- Transaction ID: Enter the transaction reference or ID (optional).
- Amount: Enter the amount received.
5. Save the Payment
- Review all entered details for accuracy.
- Click on "Add Payment" button to finalize.
6. Confirm Payment Status
- Check the invoice status. It should now reflect:
- "Paid" if the full payment is applied.
- "Unpaid" if a partial payment is applied.
- Notify the client if necessary (If the invoice is changed to paid Client will receive the paid invoice email).
Post-Procedure:
- Address any discrepancies immediately.
