Use these steps to record a manual payment in Salesforce Billing, for example a check or wire that arrived outside a gateway, and apply it to an invoice. This assumes Salesforce Billing is installed and the customer account already has at least one posted invoice.
- Open the Payment Center for the account
Navigate to the customer account and launch the Payment Center. This is where admins and users create payments and manage allocations against that account.
- Create a manual payment
Choose to create a payment, enter the amount received, the payment method, and the payment date. A manual payment does not call a gateway, so it records the money as already collected.
- Allocate the payment to invoices
Apply the payment amount to one or more invoice lines on the account. You can fully or partially apply it, but the total allocated cannot exceed the payment amount.
- Confirm balances and leftovers
Verify that each invoice balance dropped by the allocated amount. Any remaining money stays on the account as an unallocated amount you can apply to a future invoice.
The total funds received from the customer for this payment record.
How the money was paid, such as check, ACH, wire, or card; manual payments often use a non-gateway method.
The date the funds were collected, which drives aging and reconciliation.
The customer account the payment belongs to; allocations can only target invoices on this same account.
- Total allocations across all invoice lines can never exceed the payment amount.
- A single payment can only be allocated to invoices that belong to the same account.
- Unallocated amounts sit on the account indefinitely, so unapplied cash will quietly distort AR if you forget about it.
- To reverse a posted payment taken in error, use a Refund rather than deleting the record, so the audit trail stays intact.