Record and edit a payment

You need Payments edit access to record or change eligible local receipts, and the invoicing feature must be available. Before entering money, check whether the document is already managed through Xero. For a connected invoice, record or correct cash in Xero and select Sync to Xero here. Initial export in progress also reserves that payment workflow.

Record money against its invoice or NDIA claim document so the outstanding balance reflects what has been settled. Open Finance›Invoicing, select the document and choose the Payments tab in Invoice details.

Record cash or a recovery

1. Review Payment history to avoid recording the same remittance twice.
2. For an NDIA document, choose Payment for money received in your bank or Recovery for money the NDIA withheld to settle a debt. Enter a recovery as a positive amount. Other invoice types record payments.
3. Check Amount received or Recovery amount. It initially contains the outstanding balance; lower it for a partial settlement. The amount must be greater than zero and cannot exceed the outstanding balance.
4. Set the Date the payment or recovery occurred. It initially defaults to today.
5. Add an optional Reference and Notes. Use the EFT or remittance reference. The reference Xero is reserved for synced payments.
6. Add remittance advice or receipts under Payment evidence if needed, then select Record payment or Record recovery.

The app confirms Payment recorded. or Recovery recorded. The outstanding balance falls by that amount. Once fully settled, the displayed status is Settled. Partial cash payments can display Part paid and leave the remainder outstanding; record each later payment separately.

NDIA remittances

There is no claim-results CSV importer. Read the remittance, record the actual payment and any separate recovery, and attach the advice as evidence. Do not record a rejected or unpaid claim as received money. Attaching advice does not record a payment or change a balance.

Correct a recorded entry

In Payment history, select the entry to open Edit payment. For an eligible local receipt, with Payments edit access, you can change its amount, date, reference and notes. NDIA entries also allow the Payment or Recovery type to be corrected. Select Save; a successful change shows Payment record updated. and recalculates settlement.

Changed amounts must use at most two decimal places and remain within the permitted settlement amount, including other payments and credits already applied. A smaller corrected amount can make an invoice outstanding again. If another person changed the record while it was open, refresh before retrying.

Some records open as Payment details with read-only fields. Payments synced from Xero must be updated in Xero. Void documents, credit notes and unsupported legacy records have separate protections. Follow the displayed reason. Recorded entries cannot be deleted from this screen.

Add, download or delete evidence

When Documents is enabled, the Payment evidence section lists existing remittance advice and receipts. Add files, up to 50 MB per file, and save them with the payment. On a settled invoice, Upload evidence remains available without recording another payment. Evidence can also be downloaded or deleted, subject to document access and permissions. Deleting a file asks you to confirm Delete payment evidence.

Evidence belongs to the invoice document. Changing or deleting evidence does not edit a payment entry. Review both the payment history and attachments when correcting a record.

Access and recovery

Payments edit access is needed to record or change payments. Invoicing edit access separately controls voiding; Invoicing Add permission controls creating credits.

If a change saves but the list cannot refresh, reload the invoice before making another change. If an upload succeeds but the payment fails validation, check the existing evidence before uploading it again.

Correct a Xero settlement

Use Xero for a connected invoice’s payment, payment removal, refund or credit/deposit allocation. Then select Finance > Invoicing > Sync to Xero and reopen the invoice. Sync uses the actual cash event and date; noncash credits and deposits affect settlement separately. A removed payment can make a formerly settled invoice outstanding again.

Read any sync failure and reconcile the named document before retrying. Earlier documents in the same sync may already have updated. Do not enter a local balancing receipt to hide a difference. Push invoices and reconcile Xero explains export eligibility and correction boundaries.

Example: one remittance, two different record types

For a fictional NDIA document with $100 outstanding, suppose the remittance shows $80 paid to your bank and $20 withheld as recovery. Record an $80 Payment with the bank/remittance date and reference. Then record a separate $20 Recovery, also entered as a positive amount. Check history after each save. The result can be Settled with $80 cash received, rather than $100 cash.

For an ordinary $100 invoice receiving only $40, change the prefilled amount to $40 before Record payment. Keep the remaining $60 outstanding; a partial payment is not an error to clear with an invented receipt. If the saved amount should have been $35, open the eligible history entry, correct it and verify the balance increases by $5. Attach the remittance as evidence, but remember that the attachment itself does not settle any amount.