Recording Payment on a Sales Order

Why Accurate Payment Recording Matters

Revenue reports in CrafterBy are based on payment records, not order creation dates. If you create a sales order in January but the customer pays in March, the revenue should appear in March — not January. Recording payment accurately ensures your income figures reflect when money actually arrived.

This is especially important for:

• Wholesale orders with Net 30 or Net 60 payment terms
• Custom commission work where a deposit is paid upfront and the balance on completion
• Marketplace payouts that arrive in bulk for multiple orders

Steps to Record a Payment

1. Open the sales order you want to record a payment against.
2. Click Record Payment.
3. Enter the Amount received.
4. Enter the Payment Date — the date the money arrived, not the invoice date.
5. Select the Payment Method:
   • Bank transfer
   • Card (in-person or online)
   • Cash
   • Stripe
   • Marketplace payout (e.g., Etsy, Not On The High Street)
   • Other
6. Optionally enter a Reference — your bank reference, Stripe charge ID, marketplace order number, or any identifier that helps you match this record to a bank statement.
7. Click Save Payment.

The payment appears in the payment history section of the SO. The outstanding balance updates automatically.

Recording a Deposit and Balance

For orders with split payment terms — common for custom jewellery, leather commissions, or large wholesale orders — record each payment separately:

1. When the deposit arrives (e.g., 50% upfront), record it with the date you received it.
2. When the balance arrives (e.g., 50% on delivery), record a second payment.

Example: A custom leather bag order totals EUR 240.00. The customer pays a 50% deposit of EUR 120.00 on order. Record this payment on the day it arrives. When you deliver the bag three weeks later and receive the final EUR 120.00, record the second payment. The SO now shows Paid in Full.

Payment Status Indicators

• Unpaid — no payments recorded. Order total is outstanding.
• Partially Paid — one or more payments recorded, but the sum is less than the order total.
• Paid in Full — total payments equal or exceed the order total.

These indicators are visible on the sales order list view so you can quickly identify which orders need a payment chase.

Marketplace Payouts

If you sell on marketplaces (Etsy, a craft fair platform, etc.) where payouts come in bulk — one bank transfer covering several orders — record each order's payment individually with the actual date the sale occurred, or use the payout date if you cannot distinguish between orders. Consistent handling is more important than perfect precision; choose a method and stick to it.

Editing or Removing a Payment Record

If you recorded the wrong amount or date, open the payment history on the SO and edit or delete the entry. Correcting a payment record updates the outstanding balance and the revenue figures for the affected dates. It does not affect stock levels.