RB User Guide > Receivables > Receive Payments
Posting payments
After entering a payment and applying it to outstanding invoices, the final step is to post the payments. All daily transactions (such as invoices, payments, credit memos, etc.) are temporary until they are posted (i.e., closed out). Once posted, they cannot be modified nor deleted. The daily registers and monthly journals use the post date (not the transaction date) to select and group transactions on the report.
Continued from Entering payments, Applying retainers, Balancing transactions to post and Applying payments to invoices.
- After applying the payment to invoices, the check/retainer appears in the Receive Payments window with its Balance updated.
- Click
to view the invoice(s) debited from the payment.
- Click the hyperlinked Amount to view the payment details, edit details, or delete an applied invoice (see Balancing transactions to post).
- To post the transaction:
- Check the payment/retainer’s box.
- Or continue recording all other payments, then check the box in the header to select all to post at once.
- Click Post. RB9 processes the transaction(s):
- If the payment/retainer and invoice amount(s) it was applied to balance or the payment/retainer is less than the invoice(s), the transaction posts and disappears from the Receive Payments window. Click OK in the Operation successful popup that appears.
- If the payment/retainer is more than the invoice balance(s), an popup appears, alerting you that it is an unbalanced transaction and cannot be posted. Click OK. The payment/retainer is applied to the invoice(s) and the remaining Balance appears in the Receive Payments window. The transaction cannot be posted until it is balanced. See Balancing transactions to post.
TIP: Acknowledge client payments
After posting payments, use Send Payment Receipts to email clients receipts for the payments. See Sending receipts for payments.
Reference
Step-by-step instructions