Processing a payment in gaiia

Overview

gaiia lets you record one-time payments directly from a customer’s account to help settle balances or manually log funds received.

In this article, we’ll be covering how to navigate to the payment tools, how to add a payment, and how payment reversals work.

Adding a payment

Start by opening the customer’s account and navigating to the Billing tab. You’ll land in the Transactions view, which lists all payments, debits, and discounts recorded on the account.

To add a payment, use the + Transaction button in the top-right corner.

1. Click + Transaction.
   
2. Select Make Payment from the list of transaction types.
3. Fill in the fields in the modal:
   • Internal Note: Optional context for why the payment is being recorded.
   • Payment Method: Choose between Check, Cash, Other, or a saved payment method on file.
   • Payment Amount: Enter the amount or click Apply Balance Due to automatically use the full outstanding balance.
4. Click Add to confirm.

Once added, the payment will appear in the customer’s transaction list.

Reversing a payment

You can reverse a payment if there is an amount available to return. Payments with their entire amounts applied to invoices must be have some cleared from those invoices before they can be reversed.

1. Open the ellipsis menu on the payment line and click Reverse payment.
   
2. If reversal isn’t available, expand the payment to see which invoices it’s applied to.
   
3. Open each referenced invoice and click the circled minus (-) icon next to the payment line to void the applied amount.
   
4. When an amount shows as available on the payment, return to the ellipsis menu and reverse it. This can be either a partial or a full refund.

Voiding a payment from an invoice does not void the entire payment itself, but simply removes it from the invoice