Money rarely moves in one neat lump. vFile lets you record payments flexibly — against a single invoice, across a contact’s whole account, or as an advance — so balances always reflect reality.
Ways to record a payment #
- On an invoice — pay part or all of a specific sale or purchase.
- On the contact — from the customer or supplier’s Payments tab at vfile.app/contacts.
- As an advance — money taken before any invoice.
Methods, part payments & overpayments #
Choose cash, bank transfer, card or cheque, and link it to a payment account. A partial payment leaves a due; an overpayment becomes an advance.
Worked example #
Al-Karam Traders owed ₨140,000 and comes to clear their account.
- You open Al-Karam’s contact and go to the Payments tab.
- They pay ₨140,000 by bank transfer; you enter the amount, choose the Bank account and date.
- You save. The ₨140,000 clears their outstanding invoice, which now shows Paid.
- Their ledger balance drops to zero, and a receipt can be sent on WhatsApp.
Had they paid ₨160,000, the extra ₨20,000 would sit as an advance for their next purchase.
What this affects #
- Ledger — the payment reduces what they owe and updates the invoice to Partial or Paid.
- Payment account — your Bank (or Cash) account rises by the amount.
- Aging report — the cleared amount drops out of the overdue buckets.
- Recording a payment does not touch stock — goods already moved at the sale.
Frequently asked questions #
Does recording a payment change my stock?
No. Stock moved when the sale or purchase was made; a payment only affects balances and your cash/bank.
What happens if a customer overpays?
The extra becomes an advance on their account, ready to apply to a future invoice.
Why must I choose a payment account?
So your cash and bank balances stay accurate — each payment raises or lowers the account you pick.