Order payments

An order is paid through separate payments: each receipt is recorded with its own date, amount and currency. The records show how much the customer has already paid, how much is left, and whether they have paid too much.

In brief: where things are#

The «Оплата» block#

The «Оплата» block shows four figures:

The same figures go into the quotation: it prints the advance and balance as of the moment it was issued. If you accepted a payment after issuing the quotation, issue it again, otherwise the paper copy keeps the old balance.

New payment#

The «New payment» form is in the «Оплата» block.

1. In «Amount received», enter only the amount the customer paid now. Not the total paid so far: earlier payments are added up automatically.
2. Choose the «Currency» of the payment and the «Date received». The date is the day the money was received; today is the default.
3. Press «Add payment». You will see «Payment saved. Totals updated.», the row appears in the history and the figures in the «Оплата» block change.

Enter the amount in digits with one separator, a dot or a comma. How many decimal places are allowed depends on the currency.

Before saving, WinSum may stop and ask you to confirm — for example if the rate differs greatly from the reference one, or if an identical payment was entered very recently. Read the message. If everything is correct, confirm with «Rate is correct, add» or «This is a new payment». If you made a typo, correct it.

If the connection drops#

Sometimes a payment is sent but no reply arrives. WinSum then says it could not confirm whether the payment was saved. Do not enter this amount again. Press «Check payment»:

• the payment is found — it is already in the history, nothing more to do;
• the payment is not found yet — press «Retry this operation»; the amount will not be counted twice;
• the payment should not be entered after all — press «Do not save this payment». You can then correct the data and enter it again.

The same applies to voiding an entry and correcting a balance: the buttons are «Check voiding» and «Check correction».

Paying in another currency#

A customer may pay in a currency other than the order's — for example, the order is in dollars and the money arrived in somoni. Choose the currency the money was received in and enter the amount received in that currency.

• The bank rate is filled in for you, if there is one. Under the amount you see the rate, its source and the date.
• You see at once how much will be applied. The line «Applied to order» is the amount in the order currency. This is what goes into the payment.
• You can change the rate. Press «Change» next to the rate, enter the value (the hint tells you how many units of one currency go to one unit of the other) and confirm with ✓ or Enter, or cancel the change. A changed rate applies only to this payment.
• No rate. If there is no confirmed rate, the form asks you to enter it manually with «Set rate».

What «Applied to order» means. What counts towards the order is not the amount in the payment currency but its conversion at the rate that was in the form when you entered the payment. That amount is stored in the payment and does not change afterwards: if the rate goes up or down, earlier payments stay as they were. The history shows both figures side by side: «Received» and «Applied to order».

The agreed price can also be set in any currency. It does not add a payment and does not recalculate what has already been paid: it is the total price of the order.

Payment history#

The «Payment history» block lists every entry for the order. Columns:

Many entries? Press «Show more». «Details» opens the whole payment: rate, date, confirmations you gave when entering it, and the reason for voiding.

The history is visible to the company owner, the sales manager and the production manager. Other roles see the payment totals on the order card but not the individual entries.

Voiding an entry#

A payment was entered by mistake — wrong order, wrong amount, entered twice. You cannot edit the figures in an entry, but you can void it.

1. In the «Payment history», open the entry — «Details».
2. Press «Void the entry».
3. Fill in the «Reason for voiding». It is required: without a reason the entry is not voided. Describe the mistake briefly, for example “entered twice”.
4. Confirm. You will see «Entry voided. Totals updated.»

What happens:

• the amount stops counting towards the order payment, and the balance is recalculated;
• the original entry stays in the history, and the voiding with your reason appears next to it;
• entries are never deleted.

If you needed to enter a different amount, add the payment again after voiding. An entry cannot be voided twice.

A cancelled order#

A new payment cannot be added to a cancelled order: you see a hint instead of the form. An entry made by mistake can still be voided — in the «Payment history», as usual.

«Paid before payment history»#

Previously an order stored a single sum — the advance. It has been kept. If the order already had an advance, it stands in the history as a separate row with the note «Paid before payment history». New payments are added to it; there is no need to enter it again.

• While no payment has been entered, the advance is edited as before, in the «Advance paid» field with the «Save advance» button. The form tells you that the first payment will open the payment history and the earlier advance will become the opening balance.
• After the first payment, the earlier advance can be corrected only in the history: press «Correct» in the advance row, enter the «Correct balance» and the «Reason for the correction». The earlier amount and the reason stay in the history.

Who can enter payments#

No «New payment» form means your role is not allowed to enter payments. Ask the company owner.

When something goes wrong#

Error messages appear in the language of your account. The most common:

If a message says “Nothing was changed — contact support”, WinSum recorded nothing; write to support.

What the system does not have#

• No editing or deleting a payment. A mistake is fixed by voiding the entry and adding a new payment.
• The system does not move money. Voiding corrects the records; only the company itself can return money to the customer, outside WinSum.
• No automatic status change on payment. You move the order to «Оплачен» yourself.