Open either:
- A Customer screen (show me how), or
- A Supplier screen (show me how).
Use the filters at the top of the screen to load the required customer or supplier record.
Open the [ Customer/Supplier | Detail | Statement ] tab.
Locate the Allocate From (Credit Notes, Payments) grid in the top-right section of the Statement tab.
Tip: If you green-select one or more unpaid invoices in the Allocate To grid before creating the payment, Khaos Control automatically populates the payment amount in the New Payment dialog.
Right-click within the Allocate From (Credit Notes, Payments) grid and select New Payment.
Complete the fields in the New Payment Dialog.

Payment Type

Select the payment method being used.

The payment type is recorded for reference and can be viewed in the Bank Accounts section of the Accounts screen.

Note: If the payment is being made by credit card, see the Credit Card Payments section below.

Currency

Select the currency in which the payment is being made.

Bank

Choose the bank account the payment is being paid into or out of.

Bank accounts are listed alphabetically by nominal code.

Payment Date

Enter the date the payment was made.

Code (Optional)

Enter an optional reference, such as:

Cheque number
BACS reference
Bank reference

This information can also be viewed from the Bank Accounts section.

Sort Code (Optional)

Enter the customer's or supplier's bank sort code if required.

Account Number (Optional)

Enter the customer's or supplier's account number if required.

Payment Amount

Enter the payment value.

Charge

Enter any bank or transaction charge associated with the payment.

The charge is entered in the system's base currency and posts a journal to the selected nominal account and bank account.

Exchange Rates

If required, use the Exchange Rates button to review or amend the exchange rate before posting the payment.

Click OK to create the payment.

The payment is now recorded within the account and can be allocated to outstanding invoices.

Allocate the Payment

After entering the payment, you can allocate it to outstanding invoices.

For more information, see How To: Allocate Payments.

Credit Card Payments

If the selected Payment Type is a credit card payment, additional card information must be entered.

Enter Credit Card Details

Click the Card button in the New Payment dialog.
The dialog expands to display the credit card entry fields.
Click the New button.
When prompted, click Yes to create a new credit card record.

Enter the credit card number.
Note: When viewing previously saved card information, only the final four digits of the card number are displayed. All preceding digits are masked.
Move to the Expiry field.
Enter the card expiry date.
Move to the CSC field and enter the three-digit security code from the back of the card.

Validation Indicators

As card details are entered:

A red cross indicates missing or incorrectly formatted information.
A green tick indicates that the information has been entered in a valid format.

Alternative Cardholder Address

If the cardholder wishes to use a different address:

Double-click the Addr field.
Select the required address from the list.

Authorise a Credit Card Payment

After the payment has been created and OK has been selected, the payment appears in the Allocate From grid with a light orange background to indicate that it requires authorisation.

Authorisation Options

Select the credit card payment.
Right-click the payment.
Choose Credit Card from the context menu.

The following options are available:

Option	Description
Authorise (Online)	Sends the transaction to the third-party card authorisation service.
Manual Auth Code	Allows a manually supplied authorisation code to be entered.
Accept Authorisation	Marks the authorisation as accepted if an error occurred during processing.
Reject Authorisation	Rejects the credit card authorisation.

Additional Information

Payments can be entered against both customer and supplier accounts using the same process.
Green-selecting invoices before creating a payment can speed up allocation by automatically entering the payment amount.
Payment references entered in the Code field are available for reporting and bank reconciliation purposes.
Exchange rates can be amended before the payment is posted when working with foreign currencies.

Notes

The Delete Payment option can be used to remove a payment. Any invoice allocations linked to that payment will be automatically cancelled.
Payments that are not allocated to invoices will not be considered settled. Outstanding invoices will continue to appear as unpaid within ledger summaries, typically displayed in red text.

How To: Create Payments

Enter a New Payment