Record customer receipts

When you receive a payment from a customer, you can record the payment using the Customer Receipt tab on the Receipt page. This process is useful if your customer sends one payment for multiple invoices.

You can also use the Customer Receipt tab to create payments on account and to allocate payments on account or stand-alone credit notes to invoices at the same time that you record a receipt. To allocate credits and payments on account without recording a receipt, use the Account Allocation page.

To record a customer receipt

  1. Go to Banking.
  2. On the New menu, click Sale/Receipt.
    Note:

    You can also create a new receipt by going to Banking and selecting Sale/Receipt from the New Entry menu. If you choose to enter the receipt from here, you must select the correct bank account when entering the receipt details.

  3. On the Receipt (Incoming money) tab, enter the following information. Fields with an asterisk (*) are required.
    Customer

    Enter either the company name or reference. As you start to type the list of customers appears. Select the customer who has made the payment.

    Tip:

    When you select the customer, the outstanding items appear. If necessary, you can change the filter using the Display menu menu.

    Paid into Bank AccountVerify that the correct bank account appears. If you need to change it, select the correct account from the drop-down list.
    Method *Specify the payment method.
    Date Received *Enter the date the payment was received.
    Amount Received *

    Enter the total amount the customer has paid.

    Tip:

    If you don't enter a value here, the receipt amount is calculated from the items that you select from the list.

    Your Reference (optional)Enter a reference for this receipt.
  4. Select the check box for the invoices that the customer has paid.

    If you entered a value in the Amount Received field, as you select invoices, the value that is left to allocate is reduced. If there's an amount left over because the customer has overpaid, a payment on account is created for the remaining amount.

    Note:

    To record all of the invoices as paid, select the check box in the top left corner of the invoice list. To allocate a payment on account or credit note, select the payment or credit, and then select the invoice you want to allocate it to.

  5. To pay only part of the invoice enter a discount:
    • To partially pay an invoice, click the Paid column for the applicable invoice. In the Part Pay window, enter the payment amount in the Amount to Pay field, and then click Apply.
    • To enter a discount, click the Discount column for the applicable invoice. In the Part Pay window, enter the value in the Discount field, and then click Apply.

    The amount paid plus the discount can't exceed the outstanding amount.

  6. Do one of the following:
    • Click Save.
    • On the Save menu , click Add Another to save the current receipt and create another one.

    If you have an amount left to allocate, you're asked to save this as a payment on account. To do this, click Yes. Alternatively, to return to the Receipt page and allocate this amount to another invoice, click No.

You've successfully recorded the customer receipt, and the invoice now shows as either paid or part-paid.