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Creating, Editing, and Deleting a Payment Record Against an Bill

The Finance module can add payments against an invoice or bill. This allows you track how much is still owed against each of those items. To create a payment record against an invoice follow the steps below.

Creating a Payment Item​

  1. Navigate to Finance > Bills

A screenshot of the user navigating to the "Bills" table in Rapid Standard. The user has pressed the "Finance" folder, which has an icon of a stack of cash. They have then pressed the "Bills" table menu button, which has an icon of a long slip of paper with a checkmark in the lower-right corner. The screenshot is annotated with red boxes to highlight where the user has clicked.

  1. Locate the Bill you wish to add a payment against either by scrolling through the list or using the search bar.

Locate Desired Bill

  1. Click on the Payments tab

Click on the Payments Tab

  1. Click on New Payment

Click on New Payment

  1. Enter all relevant details
Required Fields

The following fields are required: Date and Total Amount Due

Enter Relevant Payment Details

  1. Click on Create or Create and Open

Editing a Payment Item​

  1. Navigate to the Finance > Bills

A screenshot of the user navigating to the "Bills" table in Rapid Standard. The user has pressed the "Finance" folder, which has an icon of a stack of cash. They have then pressed the "Bills" table menu button, which has an icon of a long slip of paper with a checkmark in the lower-right corner. The screenshot is annotated with red boxes to highlight where the user has clicked.

  1. Locate the bill you wish to add a payment against either by scrolling through the list or using the search bar.

Locate Desired Bill

  1. Click on the Payments tab

Click on the Payments Tab

  1. Find and open the payment you wish to edit

Find and Open Relevant Payment Item

  1. Edit any relevant fields on the payment page as needed

Edit the relevant payment details

  1. Once finished editing press Save or Save & Close

Press Save or Save & Close

Deleting a Payment Item​

Deleting a payment works differently than deleting other items in Rapid as we only offer the ability to “soft” delete these items. This means the record is retained in the system but the status is changed to DELETED. Follow the steps below to do so.

  1. Navigate to the Finance > Bills

A screenshot of the user navigating to the "Bills" table in Rapid Standard. The user has pressed the "Finance" folder, which has an icon of a stack of cash. They have then pressed the "Bills" table menu button, which has an icon of a long slip of paper with a checkmark in the lower-right corner. The screenshot is annotated with red boxes to highlight where the user has clicked.

  1. Locate the bill you wish to add a payment against either by scrolling through the list or using the search bar.

A screenshot of the user searching for a particular bill. In the screenshot, the user has searched for "18" in the search filter, and this has produced an item at the top of the list that reads: "BILL - 00000018". Both the search filter and the title of the bill that has been found are annotated with a red box to draw the reader's attention to them.

  1. Click on the Payments tab

A screenshot of the user pressing the "Payments" tab at the top of the Bill item page. The screenshot is annotated with a red box to highlight the location of the tab.

  1. Find and open the payment you wish to Delete

A screenshot of the user searching for a particular bill payment in the payments tab. In the screenshot, the user has is about to select a payment titled "test 2". Both the search filter and the title of the bill that is about to be selected are annotated with a red box to draw the reader's attention to them.

  1. Change the status of the payment to DELETED

A screenshot of the payment item page. The page contains the following fields and data: "Bill: BILL - 0000015", "Invoice: " "Date: Tue Feb 27 2024", "Reference: test 3", "Total Amount: 0", "Status: DELETED", "Reconciled: Yes".

  1. Once finished editing press Save or Save & Close

A screenshot showing the location of the "Save" and "Save and Close" buttons at the top of the payment item page. The screenshot is annotated with a red box to highlight the location of these buttons.