Recording Payment on a Purchase Order

What Payment Recording Is For

CrafterBy is not accounting software. Recording a payment on a purchase order does not connect to a bank account, generate a tax record, or replace your bookkeeping tool. What it does is give you a simple way to track what you have paid versus what you still owe on any given order — all in one place, alongside the order itself.

This is useful when:

• A supplier invoices you Net 30 and you want to track when you paid
• You paid a deposit and the balance is due on delivery
• You want to know, at a glance, which purchase orders have outstanding amounts

Steps to Record a Payment

1. Open the purchase order you want to record a payment against.
2. Click Record Payment.
3. Enter the Amount paid.
4. Enter the Payment Date.
5. Select the Payment Method:
   • Bank transfer
   • Card
   • Cash
   • Other
6. Optionally enter a Reference Number — your bank reference, supplier invoice number, or any identifier that helps you match this record to your bank statement.
7. Click Save Payment.

The payment appears in the payment history section of the PO. The outstanding balance (order total minus payments recorded) updates automatically.

Multiple Partial Payments

You can record as many payments as needed against a single PO. For example:

• You order CO2 laser consumables worth EUR 150.00
• You pay EUR 75.00 deposit immediately (record this payment)
• You pay the remaining EUR 75.00 on delivery (record this payment)

After both payments, the outstanding balance shows EUR 0.00 and the payment status shows Paid in Full.

Payment Status Indicators

• Unpaid — no payments recorded yet
• Partially Paid — one or more payments recorded, but total is less than the order amount
• Paid in Full — total payments equal or exceed the order total

Editing or Removing a Payment Record

If you recorded a payment in error — wrong amount, wrong date — you can edit or delete it from the payment history section on the PO. This does not affect stock levels, only the payment totals shown on the order.