Record deal payments
Record deposits and payments against a deal, read the ledger, refund, and void a payment.
Track the money on a deal. Record each deposit and payment, watch the balance go down, and void a mistake. Payments are double-click safe — a retry never posts twice.
Where it lives
The Payments card sits on the deal's first step, Deal info. Open any deal and scroll down — Payments is near the bottom of that step, below the Money summary, trade-in, F&I products, and (on finance deals) the finance terms.
The Money summary at the top of the step also shows two running totals you can trust at a glance:
- Collected — everything paid so far (voided payments excluded).
- Balance due — the deal total minus what's collected.
Record a payment
- Open the deal and find the Payments card.
- Click Record payment.
- Pick the Type — Deposit, Down payment, Trade equity applied, Wire received, Cash at signing, Refund, or Other.
- Pick the Method — Cash, Check, Card, Wire, ACH, Money order, or Internal credit.
- Enter the Amount (e.g.
1000or1000.00). - Optionally add a Reference (check #, wire confirmation, etc.) and Notes.
- Click Record. The ledger, Total paid, and Balance due update right away.
Each payment is its own line. Take a $500 deposit today and the $9,500 balance at signing? Record two payments — don't overwrite the first.
Recording is double-click safe. If you click Record twice, or the page hiccups and you resubmit, the same payment is not posted twice — the system reuses one key per payment and returns the original. The key resets only after a successful save, so the next payment you record is counted separately.
Record a refund
To give money back, record a payment with Type = Refund. Enter the refund as a normal positive Amount — the system stores it as a negative so it subtracts from the ledger and lowers Total paid.
Only Refund-type payments can be negative. Every other type must be positive. If you try to give a non-refund payment a negative amount, it's rejected.
Read the ledger
Each recorded payment shows as a row with: Date, Type, Method, Amount, Reference, and Status (Active or Voided). Voided rows are struck through and don't count toward your totals.
Void a payment
Made a mistake? Void it. Voiding leaves the row in the ledger (struck through, marked Voided) for the audit trail, and removes it from Total paid and Balance due.
- In the Payments ledger, find the payment row.
- Click Void on the right of that row.
- Type a reason when prompted (required — an empty reason cancels the void), then confirm.
Only Owners and Admin/Managers can void a payment. Salespeople see the ledger and the note "Only owners and admin/managers can void payments," but no Void button. Voiding is permanent — there's no un-void, and an already-voided payment can't be voided again. To correct a wrong amount: void the bad payment and record a fresh, correct one.
FAQ
Do I need to record payments to mark a deal sold?
No. Payments and the sale status are separate. You can mark a deal sold with a balance still due, and you can record payments before or after the sale — receivables post after the sale by design. The Payments ledger is your record of money in (and out) on the deal.
Are these payments charged to a card or pulled from a bank?
No. This ledger records money you've already taken or returned (cash, check, wire, external card, ACH, etc.) — it does not process or move funds. "Card" and "ACH" mean payments handled outside the app.
Why does my refund show as a negative amount?
That's expected. You type the refund as a positive amount; the system stores it negative so it subtracts from what you've collected.
A salesperson can't void a payment — is it broken?
No. Voiding is restricted to Owners and Admin/Managers by design. Ask an owner or admin/manager to void it.
Can I edit a payment after recording it?
There's no edit. If something's wrong, void the payment (Owner/Manager) and record a corrected one. The void keeps the original on the ledger with its reason, so the history stays intact.
I clicked Record twice — did the customer get charged twice?
No. The system uses one key per payment and ignores the duplicate submit, so only one payment is recorded.