Customer receipts and payments on account
This explains how to record money received from customers and used to pay sales invoices. This explains how to
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Record a receipt and match it to sale invoices
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Record a payment on account. This where you record the money received and use it to pay a sales invoice later.
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Record an overpayment
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Pay multiple invoices
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Part pay an invoice
How this works
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Only use this for money received from a customer being used to pay a sales invoice.
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To pay one or more invoices, enter the details of the receipt and choose the invoices that receipt is paying.
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If you don't know which invoice the receipt is paying, save the receipt as a Payment on Account. Match the payment to an invoice later.
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If the customer has overpaid, there are two things you can do
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Save the remaining amount as a Payment on Account and use it to pay another invoice later.
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Refund the money to the customer. Here you still save the remaining amount as a Payment on account.Then create a refund transaction which you match to the refund.
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If the money will never be used to pay a sales invoice, use the Other Receipt instead.
Create receipts from a bank feed or import from a statement
If you import transactions directly from your bank account, either from a bank feed from your statement, you can
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Save the receipt as a payment on account and match it sales invoices later.
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Match the receipt directly to sale invoices
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Save any overpayment as a payment on account to match to a refund later.
Save as a payment on account
- From Banking, select the Transactions link on the relevant bank account.
- Find the receipt.
- Choose the customer from the For drop-down list.
- Choose Payment on account from the What drop-down list.
- Select Create.
The receipt saves as a Payment on account. You can match this to sales invoices later.
Match a receipt to invoices
- From Banking, select the Transactions link on the relevant bank account.
- Find the receipt.
- Select Match.
- Select the invoice or invoices you want to pay.
- If you are part-paying an invoice, change the Payment amount in section 2.
- When the receipt is fully allocated, select Match.
Save an overpayment
This explains how to save any left over amount from the receipt.
- From Banking, select the Transactions link on the relevant bank account.
- Find the customer receipt.
- Select Match.
- Select the invoice or invoices you want to pay.
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Select New Transaction in section 2. Choose Payment on Account. This allow you to match to another invoice or refund later.
- When the receipt is fully allocated, select Match.
Enter a customer receipt
Use this to record single customer receipts, when you are nor importing transactions from a bank feed or importing from a bank statement.
- From Banking, open the relevant bank account.
- Choose New Entry, then Sale / Receipt.
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Enter the details of the Customer, Bank account, Date, Method and Amount. Entering a reference makes it easier to track your receipt.
We show you the total amount your customer owes you and your bank account balance.
- Select the check box next to each invoice you want to pay.
- Save the receipt. If there is a remaining amount, choose to save it as a Payment on Account.
Part pay a sales invoice
At times, the customer may pay you less than the full value of the invoice, They may be paying in instalments for example. To record this
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Select the Paid column for the invoice you want to part pay.
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Enter the amount of receipt as the Amount to pay.
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Choose Apply.
The outstanding amount of the invoice updates and the invoice shows as part paid.
Include a discount
Sometimes a customer pays you less than the value of the invoice because you have given them a discount.
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Select the Discount Column.
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Enter the amount of the Discount and adjust the Amount to pay to match.
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Choose Apply.
Manage an overpayment
This explain how to what to do when a customer overpays. You can either save the remaining amount as a Payment on Account. Use this to pay a future invoice. Alternatively, send a refund to the customer. To do this create a refund and match to the overpayment.
Save the overpayment
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Choose the invoices you want to pay and Save.
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Choose Yes when asked to save as a Payment on Account.
Refund the overpayment
Create a refund and match to the overpayment saved above.
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From the Bank account, choose New Entry, then Purchase Payment.
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Select the Customer Refund tab.
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Choose the Customer and complete the remaining details.
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The details on the Payment on Account shows in the rows at the bottom. Choose the check box for the Payment on account and Save.
Add a VAT rate
You only need to do this if you use