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Billing

Record a payment

Record a payment, advance or credit note with the correct amount, method, account and date.

Current source · source reviewed · 3 min read

Before you begin

1. Start the payment

Start the payment from one of these places:

Note: Press r on an invoice page or an account page to open Record Payment. Press c on an account page to open Advance/Receipt.

Following the UI balance refusal, INV-108-26 remains Issued while its recorded payments equal150 SAR and balance is zero. A zero balance does not itself change invoice status.
Read paid amounts separately from invoice lifecycle · 2026-10-18. Current audited MANSOQ application in an isolated local synthetic training environment. Following the UI balance refusal, INV-108-26 remains Issued while its recorded payments equal150 SAR and balance is zero. A zero balance does not itself change invoice status.

2. Enter the payment details

Complete the form fields.

Components What it captures
Payment Method How the payer pays. Select Cash, Credit Card, Credit Account, Check, Direct Deposit or Debit Card.
Payment Type The nature of the transaction. Select Payment or Advance.
Issuer Type Who pays. Select Patient or Insurer.
Location The place where you collect the payment.
Amount Paid The amount that the payer pays.
Amount Received The cash amount that you receive from the payer.
Reference Number The transaction reference for the payment.
Payment Date The date of the payment.
Note More information about the payment.

For a credit note, MANSOQ does not ask for an Issuer Type. Enter the Refund Amount in place of the Amount Paid.

If you select Cash as the Payment Method, enter the Amount Received. MANSOQ calculates the change to return.

For all other payment methods, you can enter a Reference Number.

Note: The Payment Date cannot be in the future.

Note: Whether the Location field is mandatory depends on your facility's configuration.

The real payment form uses the existing authorized Facility Admin, a configured synthetic cashier location,150 SARamount and200 SARtendered with50 SARchange. No money moves in this isolated teaching environment.
Record a simulated cash receipt with change · 2026-10-18. Current audited MANSOQ application in an isolated local synthetic training environment. The real payment form uses the existing authorized Facility Admin, a configured synthetic cashier location,150 SARamount and200 SARtendered with50 SARchange. No money moves in this isolated teaching environment.

3. Submit the payment

Click the submit button to save the payment.

The local UI example records 150 SAR against the invoice, 200 SAR tendered and 50 SAR change. A separate receipt detail and independent database readback confirm exactly one saved payment. If a later balance-status update fails, retain this receipt and investigate the update; do not record the payment twice.

The UI reports the150 SARreceipt saved against INV-108-26. Independent database readback confirms exactly one receipt with 200 SARtendered and 50 SARchange; the success panel’s amount is the recorded payment, not tendered cash.
Verify the actual saved synthetic receipt · 2026-10-18. Current audited MANSOQ application in an isolated local synthetic training environment. The UI reports the150 SARreceipt saved against INV-108-26. Independent database readback confirms exactly one receipt with 200 SARtendered and 50 SARchange; the success panel’s amount is the recorded payment, not tendered cash.
The separate receipt detail confirms the actual UI-created150 SARcash payment, synthetic cashier,200 SARtendered and 50 SARchange under Facility Admin authorship. It remains a simulation with no real money moved.
Verify tendered cash and change on the saved receipt · 2026-10-18. Current audited MANSOQ application in an isolated local synthetic training environment. The separate receipt detail confirms the actual UI-created150 SARcash payment, synthetic cashier,200 SARtendered and 50 SARchange under Facility Admin authorship. It remains a simulation with no real money moved.

Permissions

Permission Access
Can Write Payment Reconciliation Record a payment or a credit note. Facility Admin, Admin, Staff, Doctor, Nurse, and Pharmacist have this permission.

Expected Outcome

Version and facility configuration

This procedure is grounded in the repository’s version 3.1 user guide and the audited source revision. Available encounter types, required demographics, terminology, permissions and enabled services depend on your facility configuration. Use the labels and access controls on your own instance; the source references below identify the documented implementation.

Current invoice balancing limitation

At the audited revision, Mark as balanced sends generic invoice fields that finalized-invoice protection rejects. The tested invoice stayed Issued with 150 SAR received and zero balance. A separate authorized status-only API continuation was verified; it does not establish a successful UI balance action. See the dedicated balancing troubleshooting guide.

After a saved receipt, Mark as balanced sends generic invoice fields that the backend refuses on a finalized invoice. The invoice remains issued with payment retained. This screenshot records an implementation defect, not a successful balance action.
Recognize the current UI invoice balancing defect · 2026-10-18. Current audited MANSOQ application in an isolated local synthetic training environment. After a saved receipt, Mark as balanced sends generic invoice fields that the backend refuses on a finalized invoice. The invoice remains issued with payment retained. This screenshot records an implementation defect, not a successful balance action.
Following the UI balance refusal, INV-108-26 remains Issued while its recorded payments equal150 SAR and balance is zero. A zero balance does not itself change invoice status.
Read paid amounts separately from invoice lifecycle · 2026-10-18. Current audited MANSOQ application in an isolated local synthetic training environment. Following the UI balance refusal, INV-108-26 remains Issued while its recorded payments equal150 SAR and balance is zero. A zero balance does not itself change invoice status.

Current account advance and partial-return example

The separate illustrated guide records a 100 SAR account advance without an invoice, then two distinct returns of 30 and 70 SAR. The ledger preserves all three entries. Underlying credit amounts are positive with is_credit_note=true; the UI displays their negative effect. The printable refund receipt is a billing record and does not establish a fiscal correction document.

The account ledger retains the 100 SAR advance and displays the 30 SAR credit as -30 SAR, leaving 70 SAR net recorded funds and -70 SAR amount due. Database readback confirms positive stored amount30 plus is_credit_note=true.
Verify the partial return and remaining credit · 2026-10-18. Current audited app in isolated synthetic Polyclinic training. The account ledger retains the 100 SAR advance and displays the 30 SAR credit as -30 SAR, leaving 70 SAR net recorded funds and -70 SAR amount due. Database readback confirms positive stored amount30 plus is_credit_note=true.
The current printable refund receipt includes its payment ID, synthetic patient, 30 SAR amount, generator and location. Only the HTML preview was observed; no printer or external file delivery was used, and no fiscal correction document is implied.
Inspect the printable refund receipt · 2026-10-18. Current audited app in isolated synthetic Polyclinic training. The current printable refund receipt includes its payment ID, synthetic patient, 30 SAR amount, generator and location. Only the HTML preview was observed; no printer or external file delivery was used, and no fiscal correction document is implied.

Troubleshooting

Payment Date is rejected

The payment date cannot be in the future. Check the selected date and your device clock.

Location is required but no collection location is selectable

The picker requests locations directly linked to the user’s existing facility organization. Ask the authorized facility setup owner to verify the configured location, active status and organization/location links; a general facility location alone may not appear. Keep the required location control in place.

Billing Officer sees No payments after a permission error

The audited payment-reconciliation permission catalogue does not include Billing Officer. Check the actual permission refusal rather than interpreting the fallback empty table as proof that no receipts exist. Use an already authorized role or your approved access process.

Source evidence

References are pinned to the private MANSOQ source repository. Repository access is required to open these links.