How to Record a Payment

Record a cash, bank transfer, GCash, or Maya payment that came in outside the online payment portal. ISP-OS allocates the payment to the subscriber's oldest unpaid invoices automatically and reconnects suspended service within 30 seconds.

You can record a payment from three places, all using the same form:

• The invoice page — pre-targeted to that invoice, with the amount pre-filled to its outstanding balance.
• The subscriber page — applied across that subscriber's unpaid invoices, oldest first.
• The Billing page — pick any subscriber first, then record.

Prerequisites

• At least one subscriber with an unpaid invoice (or any subscriber, to record an advance as account credit).

Steps

1. Open the payment form

• On an invoice (Billing > pick an invoice): click Add payment. The amount defaults to the invoice's outstanding balance.
• On a subscriber: click Record payment.
• On the Billing page: open the Record payment action, then search for and select the subscriber.

2. Enter the amount and method

• Amount — in pesos. The Will apply to preview shows which invoices the payment covers and whether any amount is left over as account credit.
• Method — Cash, Bank transfer, GCash, or Maya.

3. Set the date received (for back-dated payments)

The Date received defaults to today. If you collected the money earlier (for example, cash handed in at the store a few days ago) and are only recording it now, set the date to when it was actually received.

The date received drives which period the payment counts toward in your reports — so a payment received last month, recorded today, still counts toward last month's collections. You cannot set a future date.

4. Add a note (optional)

Use Note for a short reference you'll want later, like a GCash reference number or "paid at store." The note is stored on the payment and shown in payment history.

5. Choose whether to send a receipt

Send receipt is on by default. When on, ISP-OS sends the subscriber a receipt over the channels you've configured in Settings > Collections (SMS, email, or both). The destinations are shown inline, e.g. Receipt to juan@example.com · 0917….

Turn it off for a payment you don't want to send a receipt for (for example, one you've already acknowledged in person). If the subscriber has no email and no phone on file, the toggle is disabled.

6. Record the payment

Click Record payment. If the subscriber was suspended for non-payment and the payment clears their balance, service is restored automatically.

Related

• Set Up the Payment Portal — let subscribers pay online themselves.
• Billing Engine Reference — how payment allocation, void, and uncollectible work.