Kolleno normally learns that an invoice has been paid from your accounting system or your payment provider. Sometimes neither of them knows about the payment, so the invoice stays open in Kolleno. It keeps being chased, and it inflates your aging and reports. Recording the payment manually closes that gap. You do not need a card or bank account on file for the customer.
When to use it
Historical invoices from a previous ERP. You moved to a new accounting system and imported your open and historical invoices into Kolleno, but the payments made against them stayed in the old system. Kolleno sees those invoices as unpaid. Record the payments so their balances match what was actually collected.
Invoices with no connected accounting system. Your invoices come into Kolleno by file upload or the API, so no system tells Kolleno when they are paid.
Settlements that are not a payment. The customer settled by Contra against an amount you owe them, or paid in cash or by check, and this never reaches your books as a payment on that invoice.
When not to use it: if the invoice syncs from a connected accounting system, record the payment there instead. Kolleno picks it up on the next sync. A manual payment is never sent to your accounting system, and the next sync can put the invoice balance back.
Activate the feature
Recording payments manually is off by default. To turn it on for your company instance, contact Kolleno support or your Customer Success Manager and ask for Record payment manually to be enabled.
Once it is on, any user with access to Payments can record a payment. See Payment Access Permissions.
Record a payment
Open the customer and go to the Invoices tab.
Select the invoices the payment covers. They must all be in the same currency.
Click Charge customer.
For a partial payment, change the Payment amount against each invoice.
Click Add manual payment.
Choose the Payment date (today or earlier) and the Payment method: Bank transfer, Card, Cash, Cheque, Contra or Direct Debit. For historical invoices, use the date the payment was originally received.
Click Add payment.
Kolleno reduces each invoice's balance by the amount you applied. An invoice paid in full moves to Paid, and one paid in part moves to Partially paid. The payment appears on the customer's timeline.
Void a manual payment
If you recorded a payment by mistake, find it on the customer's timeline, open the three-dot menu and choose Mark as void. Kolleno adds the amounts back to the invoice balances, and the invoices return to Open or Partially paid.
Only payments recorded manually can be voided. A voided payment cannot be restored, so record a new one if you need it again.
Troubleshooting
What you see | What to do |
No Add manual payment button | The feature is not on for your company, or the customer is charged on net balance and no invoices are selected. Select the invoices first. |
"Recording payments manually is not active for this Company." | Ask Kolleno support to turn the feature on. |
"Only invoices with the same currency are acceptable" | Record one payment per currency. |
Add payment is grayed out | Choose a payment method, and a payment date that is not in the future. |