Taking Payments on an Invoice

Open any invoice and switch to the Payments tab. Everything about money on that invoice lives here: take a payment, edit or void it, refund a card, send a payment link, or refund the customer when you owe them. The right rail keeps Grand Total / Paid / Balance Due in view the whole time, so the number you care about never scrolls away.

This is the same payments panel the work order uses — one model across the app, so a payment behaves the same wherever you take it.

A payment is a payment

However the money arrives — keyed card, in-store reader, an online link, cash, check, wire — it shows up the same way in one list. There’s a single Add Payment button; for a card, how it was captured is a quiet sub-choice, not a separate Stripe section. You don’t manage “Stripe” as its own thing; it’s just how a card payment gets processed.

Add a payment

1. On the invoice, open the Payments tab and click Add Payment. (If you have unsaved header edits, JewelTrak saves the invoice first, then opens the drawer — one click, same as Add Item.)
2. Enter the amount — it suggests the outstanding balance; type a smaller number for a partial payment.
3. Pick a method — it starts blank and is required, so nothing is recorded under a method you didn’t choose. The list is your shop’s own — the same one List Maintenance edits — so it holds the tenders you actually take, whatever you call them. If the one you need isn’t there, type it and add it right in the box; it joins the list for everyone from then on. Editing a payment offers the same list as taking one.
4. Method-specific fields appear as needed, going by what the method is called in your list:
   • Any kind of check (Check, Cashier’s Check, E-Check, Travelers Check) asks for the check number.
   • Any card (Credit Card, Bank Card, Debit, Amex) asks for the card type (starts blank) and last 4.
   • Your own gift card asks for the gift-card number and spends its balance. Gift Card (External) is someone else’s card, so it just takes a reference.
   • Store Credit asks which of the customer’s credits to use.
   • Cash asks for nothing extra. Every other method (Wire, ACH, Zelle, Money Order) asks for a reference.
5. Optional date and notes.
6. Record Payment — the balance updates immediately.

Card payments

Choose Card, then how it was captured:

• Record it (keyed / your terminal) — you ran the card yourself; JewelTrak just records the payment. Enter the card type and last 4 / reference.
• Charge in-store reader — if the store has a paired Stripe reader, push the charge to it. A banner shows Charging $X… waiting for the customer to tap, insert, or swipe, then flips green on approval (red on decline — Dismiss and try again). See Charge a Card on the In-Store Reader for detail.
• Send a payment link — generate a secure Stripe checkout for the customer to pay online. Tick Email the customer to send it (or leave it off to just get a URL to copy/text), add an optional message, and leave the amount blank to request the full balance. After sending you’ll see the checkout URL to copy and confirmation of who it was emailed to. If the customer has no email on file, the Email box isn’t offered and the form says a link to copy will be generated; add an email on the contact to send it instead.

The reader and link options only appear when the store is connected to Stripe, and only while something is owed. At a $0 balance there is nothing to charge.

Gift card & store credit

• Gift Card — enter the gift-card number to redeem against the balance.
• Store Credit — pick from the customer’s available credits (each shows the remaining amount). If the credit is smaller than the balance, the amount drops to what the credit holds. If the customer has no store credit, the form says so instead of offering an empty list.

On a phone, Take payment offers the same tenders: Gift Card opens a box for the card number, and Store Credit appears only when the customer has some, with a list to pick it from.

When a button isn’t available

• Refund to customer needs a customer on the invoice. Without one the button is greyed out with Pick a customer first.
• Delete (in the invoice header) can’t run while the invoice has payments. Clicking it explains why, with a link to this tab, and offers only Close. Remove the payments first, or Void the invoice instead.
• Changing the customer on a paid invoice is refused the same way; the message links here.

The payment list

Each row shows the amount, a method tag (e.g. Card · Visa, Cash, Check), the date, and any reference. Row actions appear while the invoice is open and you have payment permission:

• Edit — correct the amount, date, method, or reference on a manually-recorded payment.
• Void — remove the payment; Balance Due goes back up. Gift-card / store-credit balances are restored. Voiding preserves the history (unlike a silent delete).
• Refund — on a card payment taken through the reader or a link, return money to the customer’s card. Reader/link card payments can’t be edited or voided — refund them instead. Once a charge is fully refunded the row shows a Refunded badge.

A refund is money only — returning the physical item is a separate return invoice (Source = Previously Purchased + negative quantity), which is what restores inventory and reports. See Refund a Stripe Payment.

Outstanding payment requests

Payment links and reader charges the customer hasn’t paid yet show in an Outstanding payment requests strip below the list (pending / failed). For an unpaid link you can Copy URL to re-send it or Cancel it; for a pending reader charge you can Cancel it. Once paid, the request drops off the strip and the money appears as a normal payment row above.

Disputes (chargebacks)

If a customer disputes a card charge with their bank, a red dispute banner appears at the top of the Payments tab with a Submit evidence in Stripe → link. Evidence is submitted in Stripe’s dashboard; JewelTrak shows the banner (and keeps the audit trail) until the dispute closes, then shows the outcome.

Refunding the customer (net-negative invoice)

When an invoice ends up owing the customer money — an overpayment, or a return that flips the balance negative — the panel shows a Refund $X to customer button instead of focusing on collection. It opens a modal where you choose how to give the money back:

• Refund a Stripe charge — pick one of the customer’s refundable card charges.
• Issue store credit or issue a gift card.
• Cash or check refund (enter a check number for checks).
• Card refunded on your terminal: the card was refunded outside JewelTrak, on your own card machine. Enter the card type and last 4 so the refund matches the card payment.

Set the amount (pre-filled with what you owe) and date, add notes, and confirm. A confirmation banner reports what was refunded and how.

When the invoice is finalized

Once the invoice is paid in full (or otherwise finalized), the Payments panel becomes read-only. Reopen the invoice if a correction is genuinely needed.

See also

• Charge a Card on the In-Store Reader — the reader flow in detail
• Refund a Stripe Payment — full refund + dispute detail
• Voiding Payments (and NSF) — when to void vs. delete, bounced checks
• Payment Options on Invoices — the “pay this invoice” QR codes printed on the PDF
• Payments & Deposits on a Work Order — the same panel on the work-order side
• Applying Payments — the account-level (AR) allocation model