Partial payments and Pay later
How to take part of what a shop owes at a visit, leave a visit to pay later, and record the rest afterwards. Older visits are settled first.
A shop doesn't always pay the whole amount at the counter. Artisanly lets you take what they can pay now and keeps the rest outstanding, visit by visit.
At the visit
- Fill in the products as usual. Under the products, Total to collect is this visit plus any Outstanding from earlier visits.
- Under Payment method, choose Cash, Card or Transfer, or Pay later. There is no default; the visit can't be recorded until you choose.
- With a method chosen, Amount paid appears, filled in with the total to collect. For a part payment, type what the shop is actually paying. The form shows how much will stay outstanding, and Pay full puts the whole amount back.
- Choose Record delivery.
A payment taken at a visit settles the oldest unpaid visits first, then this one. Pay later records nothing paid: the visit stays unpaid, and its amount is carried into the total to collect on the shop's next visit. The receipt shows what was paid and the balance still owed.
A worked example
A shop owes $200 from last week, and today's visit comes to $500, so the total to collect is $700. The owner pays $400 in cash. The first $200 clears last week's visit, the other $200 goes against today's, and $300 stays outstanding on today's visit, shown as Partly paid.
Recording the rest later
Staff and admins can record a payment at any time, not only at a visit:
- From the shop: on the Route tab, under Deliveries, choose Record payment beside an unpaid visit. The page shows the visit total, what has been paid so far and what is still due. Enter the Amount received and the method, then Record payment. Less than what is due leaves the rest owing.
- From Payments: on the By delivery tab, enter the amount and method beside the visit and choose Mark paid.
A payment recorded this way goes against that one visit and is never more than it still owes. Partners record payments only while recording a visit, so a shop's earlier balance is collected on their next visit there. A transfer stays Awaiting bank until it is reconciled; see the article on reconciling a bank transfer.