Payments & "marked as paid"

A PO can carry many payments — deposit plus final payment, multiple wire transfers, mixed currencies. The “marked as paid” flag is operator-set, not auto-derived. This page is the small but important reference for payment workflows.

Recording a payment

From the Payments card on the PO detail page → “Add payment.” Fill in:

Amount
Currency
Payment date
Method (wire / check / credit / cash / other)
Reference number (e.g., the bank reference or your AP system’s number)
Notes

Save. The Payments card shows the running total per currency.

Multi-payment

Many payments per PO are supported. Useful for deposit + final workflows, or for tracking partial settlements over time.

The “marked as paid” flag

The PO header has a “Marked as paid” toggle. Important to understand:

It’s operator-set, not automatic. Setting it to “paid” doesn’t validate against the recorded payments total. Setting it to “not paid” doesn’t reverse payments.
It’s a reporting marker, not a financial source of truth. Your finance team’s books are authoritative.
Useful when payment reconciliation happens outside the app — in your bank statement reconciliation or your AP system.

So you can have a PO with zero recorded payments but marked as paid (because you reconciled it elsewhere), or a PO with payments summing to the total but not marked as paid (because you haven’t finished reconciling). Both are valid states.

Fully Paid Date

The PO edit dialog includes a Fully Paid Date field. It works in two modes depending on whether the PO is already fully paid:

When the PO is fully paid: The date records when full payment was settled. It is auto-set the first time the PO becomes fully paid — either when you tick “Mark as fully paid” or when recorded payments add up to the total — and it is never cleared or overwritten automatically. You can change or correct it by hand at any time.

When a Fully Paid Date is recorded, the Payments card and the order information header show “Fully paid · on [date]” next to the paid badge.

When the PO is not yet fully paid: Setting a date makes it act as an expected payment date. A status badge appears wherever the paid status is shown, colored by how the date compares to today:

Badge	When it shows
Outstanding payment (red)	The expected date has passed
Pay today (yellow)	The expected date is today
Pay until [date] (gray)	The expected date is in the future

Clearing the date removes the badge.

Currency

The PO’s line items use one currency, inherited from the supplier. Payments are more flexible — each payment can be recorded in any currency, and Logistified converts it to your shop’s currency using an exchange rate per payment.

When you add a payment in a currency different from your shop’s currency, the dialog shows an Exchange Rate input. Logistified attempts to auto-fetch the rate from the exchange-rate service; if none is found (or you disagree with it), enter the rate manually. The dialog displays the computed shop-currency equivalent in real time:

Exchange Rate (1 SHOP-CURRENCY = X PAYMENT-CURRENCY)

Each payment row stores both the original amount (in its own currency) and the converted amount (in the shop currency), so you can reconcile against either side of the books. The Payments card sums each currency separately and also shows a shop-currency rolled-up total.