How to Add and Edit Customer Payments in an Order

Learn how to effectively manage customer payments in orders: add, edit, or cancel them.

Written by Владислав Пономарь

Updated 1 week ago

Managing customer payments is an important part of order processing. KeyCRM makes this process easier by allowing you to manage all payments directly within the order window, conveniently track payment statuses, make informed decisions about shipping, and view payments in Analytics.

How to Add a Payment to an Order

A payment can be created automatically when:

an order is synchronized from sources that support it,
via API,
or after creating a shipment with cash-on-delivery.

To add a payment manually:

Open the Payments section in the order.
Click Add Payment.
Fill in the following fields:

Create invoice — turn on the toggle if you need to generate an invoice for online payment (requires integration with a payment system).
Payment type — select the payment method.
Status — choose Paid to record a prepayment or deposit, or Not paid to create a pending payment from the customer.
Payment amount — enter the amount; the currency depends on the order source.
Date — select the payment date (by default, the current date at the time of adding).
Description — leave a comment if needed (optional).
External transactions — link the payment to a transaction if payment statements from external services are connected. You can search by comment or payment amount.

Note: Only 100 unlinked transactions are displayed in this list. If you need to select an older transaction, archive unlinked ones first.

After entering the details, click on Save — the payment will be added to the order.

How to Edit or Cancel Payments

Available actions depend on the payment status:

Not paid — you can fully edit the payment (unless it’s an online invoice), or change the status to Paid or Cancelled.
Paid — you can only change the status to Cancel Payment, except when the order is already in the Completed group.
Canceled Payment — no actions are available. The payment remains recorded in this status and cannot be deleted.

Note: If an order is canceled, all payments in it are automatically canceled as well. If you need to keep the payment, you can add it again manually.

Fiscalization is not canceled automatically. You can set up a trigger to handle fiscalization cancellation if needed.

To change a payment status, click on its current status icon and select another. To edit an unpaid payment, use the pencil (edit) button.

Order Payment Statuses

The overall payment status of an order is calculated automatically based on individual payments. There are four statuses:

Not paid — no payments have been added, or all payments are in statuses Not paid or Canceled.
Partial Payment — the sum of Paid payments is less than the total order value.
Paid — the order is fully paid.
Overpaid — the sum of Paid payments exceeds the total order value.

Tip: Do not move an order to Completed until all payments are fully received and confirmed.

The order’s payment status is displayed in a dedicated field and can also be added as a separate column in the order list.

Tags: payment, payments, add payment, cancel payment, edit payment, overpaid, partially paid, unpaid, not paid

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