SAM · Guide
Record a work-order advance or a bulk payment
EnglishUpdated Sep 13, 2026
An advance records money received before the invoice is issued. A bulk payment distributes one receipt across several outstanding invoices. Both require payment permission.
Record an advance
- Open the relevant work order before it has been invoiced.
- In Advance Payment, enter Amount, Method, Account, Date and Note.
- Select Record Advance.
- Check Advances on this work order to confirm the amount was recorded once.
When an invoice for that visit is issued, eligible unapplied advances are attached to it. Check Advance Applied and the remaining balance before collecting more money. Do not record the same advance again as an invoice payment.
The advance's Void action reverses its recorded effect and cannot be undone through the same action. An advance already applied to an invoice cannot be voided as an unattached advance; ask the billing administrator to review it.
Record one payment across invoices
- Open Invoices → Bulk Payment and select the customer, or use the available bulk-payment action from the relevant account.
- Enter the total amount received, method, account, date and note.
- Review the allocation preview. Automatic allocation starts with the oldest due invoices; invoices without a due date follow dated ones.
- Adjust the allocations if needed. Each allocation must fit that invoice's balance and the allocations must match the receipt.
- Submit the payment and check the affected invoices.
What happens next
Each invoice receives its allocated portion. Bulk payment is not a way to mix different customers' receipts or put an unexplained excess into an account.
Customer Deposits are a separate feature from work-order advances. Their balance display and redemption path require administrator review; do not substitute a deposit entry for this advance workflow.
Troubleshooting
If no open invoices appear, check the customer and issue status. If the allocation does not match, correct it before submitting. After a slow response, reload the payment records before trying again.