Record a payment, a deposit or a partial payment on an order

Essential8 minChecked on 10/30/2026

What you will have: Every payment received, in full or in part, is recorded on its order, and you can see what is left to pay.

You know, order by order, who has paid, who has put down a deposit and how much is left to collect.

Before you start

Lesson « Create an order (with or without a customer, with an earlier date) »

Lesson « Create and track your treasury accounts (cash, bank, Mobile Money) »

Orders recorded

Signed in to Genuka, this list ticks what your account already has.

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Why it matters

Many customers pay in several instalments: a deposit when they order, the rest on delivery. If these payments are not noted on the order, you no longer know who still owes how much, and the money does not reach the right account. Recording each payment on its order keeps the balance due, the invoice and the balance of your treasury accounts up to date.

Summary

An order created from the dashboard is awaiting payment. The Record Payment button on its page adds a payment: the amount received, the treasury account where it arrived, the date and, except for cash, the transaction reference. A payment lower than the balance due is a partial payment (a deposit): the order moves to Partially paid and Genuka issues a deposit invoice for that amount. The payment that settles the order moves it to Paid.

Prerequisites

payments.create to record a payment; payments.delete to delete one.
A treasury account for the order's shop (see "Create and track your treasury accounts").
With cash control enabled, a session open on the register for a cash payment (see "Open and close a register session").

Steps

Open the order (Menu › Sales › Orders, then the order).
Click Record Payment. The New payment window opens ("If you received a payment for this order, fill in the information below.").
Payment method: the treasury account where the money arrived (the register, the bank, the Mobile Money number…). The account chosen when the order was created is suggested.
Except for cash, Transaction reference (optional): the Mobile Money ID, the transfer reference or the cheque number. It helps you find the payment later.
Payment amount: prefilled with the balance due ("out of …"). For a deposit, enter the amount actually received.
Payment date: today by default; change it for a payment received on another day.
Save. Message: "The payment was successfully recorded".

The payment appears in Associated payments, and the invoice in Linked invoices. The same button exists on an invoice page (Settings › Sales › Invoices) to pay that specific invoice.

Partial payment and deposit

First partial payment: Genuka creates a deposit invoice for the amount received and marks it paid. The order moves to Partially paid.
Next payments: they first settle the invoices already issued and not yet settled, from oldest to newest, then Genuka invoices the rest.
Last payment: when it exactly covers the balance due, Genuka issues the final invoice and the order moves to Paid. The Record Payment button disappears.
An advance paid before any order is not recorded here but on the customer's account (see "The customer account (tab)").

After recording

Actions menu of each payment in Associated payments:

Print receipt;
Delete payment (right payments.delete): the balance due and the order's status are recalculated.

Fields and options

Field	Description	Required
Payment method	Treasury account the money went into	yes
Transaction reference (optional)	Mobile Money ID, transfer reference, cheque number; hidden for cash	no
Payment amount	Cannot exceed the balance due	yes
Payment date	Real date of the payment, can be backdated	no

Edge cases and common mistakes

The amount exceeds the balance due. Refused, with a message in English ("Payment amount exceeds remaining amount"). For a customer who gave too much, record the amount due and give change, or put the excess on their customer account as an advance.
Reference already used. If the same transaction reference already exists on this account, Genuka flags it: Fix the reference, or This is another payment, record it if it really is a second payment.
"The cash session is not open for this register." Cash control is enabled and you are taking cash without an open session. Open the session, or choose another account.
No button on a quote. A quote cannot be paid: first convert it into an order.
A payment cannot be edited. Delete it then record it again with the right information.
The button disappeared after a return. As soon as a return is confirmed on the order, Record Payment is no longer offered on the order page.
"Edit" disappeared from the order. An order that already has a payment can no longer be edited from the form.
Getting paid remotely. For the customer to pay by Mobile Money themselves, use Initiate payment (see "Request a Mobile Money payment with Genuka Pay"): the payment records itself.

FAQ

The customer pays half today and the rest on delivery. How do I do it? Record a payment today for the amount received: the order moves to Partially paid. On delivery, record a second payment: the balance due is prefilled.

Where do I see what is left to pay? On the order page, the prefilled amount in New payment is the balance due. On the orders list, the To collect card adds up the balance due of all orders.

I recorded a payment on the wrong account. Delete the payment (Actions › Delete payment), then record it again on the right account.