Recording Payments

Summary

Payments in Jewlerist record money received from customers against orders. Every payment reduces the outstanding balance on an order and creates a corresponding event on the timeline of each asset linked to that order. Payments can be full or partial, and they support multiple payment methods and currencies.

Who this is for

This article is for users who want to record payments, understand how they affect orders and assets, and track what remains outstanding.

Recording a payment

Go to Payments in the sidebar and create a new payment. You will be asked for:

Order: The order the payment applies to (required).
Amount: The amount received (required, must be greater than zero).
Currency: The currency of the payment. If different from the order currency, the exchange rate is recorded.
Date paid: When the payment was received.
Method: How the payment was made — cash, card, bank transfer, check, wire, or other.
Reference: An optional reference (e.g. transaction ID, check number).
Notes: Free-text notes.

When you save the payment, Jewlerist:

Reduces the outstanding balance on the order.
Creates a "Payment recorded" event on each asset linked to the order.
Converts the amount to the workspace base currency using the recorded exchange rate.

Partial payments

Orders often receive multiple payments: a deposit when the order is placed, and a final payment when the work is delivered. Each payment is recorded separately and reduces the outstanding balance.

An order is fully paid when the sum of all payments equals the order total. You can see the outstanding balance on the order detail page.

Refunds

If you need to refund a customer, you can record a refund from the Payments section. A refund is the opposite of a payment: it increases the outstanding balance (or creates a credit) on the order.

Refunds are listed separately from payments. You can view them from the refunds filter in the payments list.

When a refund is recorded, Jewlerist creates a "Refund" event on each asset linked to the order.

Voiding payments

If a payment was recorded incorrectly, you can void it. Voiding a payment:

Marks the original payment as voided.
Creates a reversal payment (of the opposite kind) that cancels out the original.
Restores the outstanding balance on the order.
Creates corresponding events on linked assets.

Voiding requires a reason and preserves the audit trail.

Multi-currency payments

If a payment is received in a currency different from the order currency, Jewlerist stores both the original amount and the equivalent in the order currency, using the exchange rate at the time of payment. The amount is then converted to the workspace base currency for reporting.

Historical exchange rates are preserved, so changing the base currency later does not alter past entries.

Filtering and searching payments

The payments list supports filtering by:

Order: Payments for a specific order.
Method: Payments made by a specific method (cash, card, bank transfer, etc.).
Date range: Payments within a specific period.

Archiving payments

Payments can be archived (with a reason) to remove them from active lists while preserving their history. Archived payments can be restored.