How to Record Payment for a Service

How to Record Payment for a Service in Prokip

Purpose

This article explains how to record payment for services in Prokip using the Invoice feature.

Using invoices for services ensures:

• Customer balances remain accurate

• Payments post to the correct cash, bank, or mobile money account

• Sales reports and income tracking stay correct

Before You Start

Ensure the following:

• The service has already been created under Products & Services

• The Invoices Module is enabled

• At least one Payment Account (Cash, Bank, or Mobile Money) exists

• You have permission to create invoices and record payments

• The correct Business Location is selected (if you have multiple branches)

Step-by-Step: Recording Payment for a Service

A : Open the Invoice Module

Step 1: Log in to your Prokip account.
Step 2: From the left sidebar, click Invoices.

Step 3: Click Create Invoice.

B: Select the Business Location

Purpose:
If your business operates multiple branches, you must select where the service was provided.

Step 4: At the top of the invoice form, select the Business Location.

If you have only one location, leave the default selection unchanged.

C: Select or Add the Customer

Step 5: In the Customer field, search for the customer’s name.

Step 6 (Optional):
If the customer is not already on your system:

• Click the Add (+) button

• Enter the customer’s First Name, Last Name, and Mobile Number

• Click Save

The customer will automatically appear in the invoice form.

D: Confirm Invoice Dates

Step 7: Review the Issue Date (defaults to today).
Step 8: Review or change the Due Date if payment will be made later.
Setting a future due date helps the system track unpaid invoices and send reminders.

E: Add the Service to the Invoice

Step 9: In the product/service search field, type the service name
(for example, “Photocopy,” “Rent,” or “Consulting”).

Step 10: Click the service to add it to the invoice.

Step 11: Adjust the Quantity if needed
(for example, number of photocopies or hours worked).
You can add multiple services to the same invoice if the customer received more than one service.

F: Apply Discounts (Optional)

Step 12: Click on Add Discount

Step 13: If offering a discount, choose:

• Percentage discount (for example, ten percent), or

• Fixed amount discount (for example, five thousand naira).

The Total payable amount will update to include the inputted discount.

G: Optional Settings

Step 14:  Toggle On enable Staff  and then select from dropdown
This will attach a staff or Commision Agent to the Invoice

Step 15: Toggle ON “Is recurring”  if it is a recurring invoice.
Input the number of days, months or years the recurring happens.

G: Save and Record Payment

Step 16: Scroll down and click Save & Record Payment.

Enter Payment Details

Step 17: In the payment window, enter the Amount Paid.

Step 18: Select the Payment Method, such as:

• Cash

• Bank Transfer

• Mobile Money

Step 19: If paying via bank transfer or mobile money, select the Payment Account where the money was received.
If paying by cash, you can leave the payment account as Cash.

H: Finalize the Payment

Step 20: Click Finalize Payment.

What Happens Next

After finalizing payment:

• The invoice status changes to Paid

• The payment posts to the selected Payment Account

• The transaction appears in Sales Reports

• The customer’s account balance updates automatically

• The service sale is recorded successfully

Tips & Troubleshooting

• If the service does not appear in the invoice search, confirm it was created as a Service, not a product.

• If the wrong payment account is selected, edit the payment immediately from the invoice actions menu.

• If the customer pays partially, enter the amount paid — the invoice will remain marked as Partially Paid.

• If you forget to record payment, open the invoice later and click Record Payment.

Frequently Asked Questions(FAQs)

Q1: Can I record payment later instead of immediately?
Yes. Click Save Invoice instead of Save & Record Payment, then record payment when the customer pays.

Q2: Can I add multiple services to one invoice?
Yes. You can add as many services as needed before saving.

Q3: Can I change the service price during invoicing?
Yes. You can edit the price directly on the invoice without changing the master service price.

Q4: Does recording services affect stock?
No. Services do not track inventory.