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In a pharmacy the till is where money arrives, so Payments is the screen for the exceptions: an account customer settling later, an institutional buyer paying against an invoice, a delivery billed after the goods went out. If you came here looking for the day’s takings, you are on the wrong screen — that is the sales dashboard.
This screen is shared with the other ClinikEHR editions, so its wording is clinic-flavoured. You will meet “patient” and “clinic” where your pharmacy would say customer and pharmacy. It behaves exactly as described here — only the vocabulary has not been translated.

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What you’re looking at

The heading reads Payments Management — “Process and track payments from patients for services, medications, and more”. Alongside it sit a date-range picker, Refresh and New Payment. Three tabs: A voided payment stays in the list with its amount struck through and a red Voided badge; hover it to read the reason. A pharmacy that has never invoiced sees zeroes and empty tabs, not an error. Top Method reads None / “No payments recorded”, the Payments tab reads “No payments found”, and Pending says “No patients found matching your search with pending payments.” The date-range picker in the header is decorative — it does not filter the tabs. Use the search box and the tab itself.

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Record a payment against an invoice

This is the usual route, and it starts on the invoice, not here.
1

Open the invoice's row menu

Go to Billing › Billing Dashboard, Invoices tab, and open the menu on the invoice being settled. Record Payment appears only while the invoice is neither cancelled nor fully paid.
2

Check the amount

The Record Payment dialog names the invoice and its balance due, and Amount is prefilled to that balance. Type a smaller figure for a part-payment — the invoice moves to Partially Paid and the remainder stays outstanding.
3

Set the method and reference

Payment Method offers Cash, Card, Bank Transfer, Mobile Money, Insurance and Other. Reference (optional) is where the transfer or receipt number goes — fill it in for anything that is not cash, because it is the only way to tie the money back to a bank line later. Notes (optional) takes anything else.
4

Select Record Payment

The button reads Recording… while it saves, then a toast confirms Payment recorded and the invoice badge updates.

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Record a payment with no invoice behind it

New Payment opens the full payment form for money owed against items rather than a document.
1

Choose the customer

Patient Details › Select Patient. The form only fills in once someone is chosen.
2

Pick what is being paid for

Payment Items offers two routes: Direct Payment — tick outstanding items from Pending, Services or Consultations — or Pay Invoice, which lists that customer’s open invoices. Each ticked item shows its outstanding balance and accepts a smaller figure for a part-payment.
3

Set the method

Payment Method is a tile picker: Cash, Card, Insurance, Mobile Money, Bank Transfer, Other. Then Amount to Pay, Reference (Optional) and Notes (Optional).
4

Submit

The button carries the figure — Process Patient Payment (…), or Process Insurance Claim (…) when the method is Insurance. It stays disabled until at least one item or an invoice is selected.

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Void a payment entered in error

1

Find it on the Payments tab

Search by customer, reference or invoice number, then open the row menu — View Details, Receipt, Void Payment. A payment already voided has no Void Payment entry.
2

Read the dialog and give a reason

Void this payment? names the method, the amount and the invoice, and says the balance will be restored. Reason (optional) — “e.g. Recorded in error — already paid by card” — is worth filling in, because it is what a colleague sees when they hover the badge.
3

Confirm

Select Void payment. A toast reads Payment voided — “The invoice balance has been restored.”
Voiding does not move money. It reverses the record only — the payment stays visible, struck through and badged Voided, and the invoice goes back to owing. Returning cash to a customer is a separate act at the till; see Returns, voids and amendments.

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Who can do this

Role decides whether Billing opens at all. Permission decides what you may do once it does. Voiding is the one hard stop here. Anyone else gets “Only a clinic owner, manager or accountant can void a payment.” Two behaviours surprise people:
  • Enforcement is opt-in, per person. A colleague never saved in the permissions sheet is unrestricted, and the sheet warns “Saving starts enforcing”.
  • A denied action is recorded; an allowed one is not. Hiding a screen from someone’s sidebar is a convenience, not a boundary.
Where a figure is gated it reads “Hidden — needs authorisation from your clinic owner.” or the card is absent — never a zero, because a zero would be read as “we took nothing”. See Staff permissions.

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Check it worked

  • The payment is on the Payments tab with today’s date, the right method and your name under Received By.
  • The invoice badge reads Paid or Partially Paid, and View Payments on its row lists what came in.
  • Pending Balance on Overview has dropped by the amount, and the customer has left the Pending tab if they now owe nothing.
  • Receipt on the row menu produces a copy for the customer.

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Common issues

Voiding is restricted no matter what your sidebar shows. Ask an owner, a manager or whoever holds the accountant role to void it for you.
The form could not match you to a staff record in this pharmacy. An owner needs to check your entry under Settings › Team — usually this is an invitation that was never fully accepted.
The submit button will not release until the form knows what the money is for. On Direct Payment tick at least one outstanding item; on Pay Invoice choose an invoice.
Somebody else has just taken money against the same item. Cancel out, refresh the Payments tab and check before recording it a second time.
The picker beside Refresh does not drive the tabs — the tables read the whole record. Narrow with Search payments… instead, and use Analytics when you want a period.
Correct, and deliberate. This screen records money against invoices and outstanding items; the till records sales. They are different ledgers and neither one backfills the other.

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FAQ

Because counter sales do not pass through it. Everything rung up at the till lands on Sales, which is where the day’s revenue, the payment-method split and the receipt lookup live. Payments only holds money that arrived away from the counter.
No. Void Payment reverses a record; it does not return money and it does not put stock back. A refund to a customer is worked from the sale — see Returns, voids and amendments.
A prepaid balance is money the customer has already given you to spend later, held on their account and drawn down at the till. A payment here settles something already owed. See Money on account.
Yes. Type a smaller figure in Amount and the invoice moves to Partially Paid with the balance still outstanding. Record each instalment as its own payment so the reference on every one stays meaningful.
No, and it is not meant to. The row stays, struck through, badged Voided and carrying its reason — “The record is kept for your books and audit trail.” An invoice with a payment against it also cannot be deleted; cancel it instead.