Receipting customer payments

When a customer payment is entered into the accounting module it will:

  • Create the necessary accounting entries
  • Update the customer account balance
  • Mark selected invoices/credits as cleared
  • Where invoices relate to orders, those orders will be marked as paid in the orders module

Receipting a customer payment

Customer payments can be created in the following ways:

  • Manually within the customer payment allocation screen
  • Using the bank matching routine

If a payment was recorded against the original order the invoice will automatically be marked as paid in the accounting module.

How to mark an invoice as paid

  1. Search for and open the customer/supplier record.
  2. Navigate to the payment allocation screen, using the link in the Financials info box.
  3. Enter the amount to pay against the relevant invoice(s) and credit(s).
  4. To write-off an amount on any invoice or credit enter an adjustment amount and select where this balance should be posted to in accounting below the table.
  5. Select the bank account .
  6. Enter the payment date .
  7. Enter a payment reference .
  8. Check the payment total.
  9. Click Submit .

Paying multiple invoices

If a customer sends a single payment to cover multiple invoices you will need to receipt a single payment to create the accounting (so that is matches up with your bank reconciliation) but also marks each invoice as paid. This is done by receipting the payment against the invoices outstanding on the customer account, rather than directly on an individual invoice.

Invoices may also be part paid by entering the amount that was paid instead of the full amount of the invoice. Where this occurs the rest of the invoice value will remain on the customer account to be paid at a later date.

allocate payments

How to record a payment against multiple invoices

  1. Navigate to the Payment allocation screen on the contact account. You can find the Allocate payment link in the Accounting mini tab for the contact, or in the Financials information box within their record. All the outstanding transactions for the contact will be displayed.
  2. Select the bank account  the transaction should be recorded in.
  3. Enter the payment date .
  4. Enter a payment reference (e.g. statement number, card auth code).
  5. Specify how much has been paid against each invoice in the To pay now field; use the pay in full button to enter the full amount automatically. You can enter a part payment if required.
  6. Ensure the total at the bottom of the list matches exactly with the payment amount visible in the bank account. It is very important to ensure you enter the exact amount actually paid or received so that your accounting matches your real bank account.
  7. Select the checkbox to email a receipt/remittance.
  8. Click the Allocate payment button.

The invoices paid in full will automatically be cleared from the contact's outstanding balance and no longer listed. Invoices with a remaining balance will stay on the account, indicating how much has been paid so far and how much is left to pay.

On account payments

An on account payment recognizes that a payment was made but it is not allocated against any invoices or credits. An on account payment can be allocated to invoices and credits at any time, leaving any un-utilized balance as on account until it is needed.

supplier account payment

How to record an on account payment

  1. Search for and open the contact record.
  2. Click the Allocate payment link in the Financials information box.
  3. Click the Create on account payment link. If there are any existing outstanding items they will be listed, so the link can be found at the top of the screen or below the list of items.
  4. Enter the payment details into the displayed window, but enter no order number.
  5. Select the checkbox to email a receipt/remittance.
  6. Click Allocate payment .

The payment will be displayed on the Payment allocation screen and the accounting created. The payment will remain on the contact's account and can be allocated to invoices at a later date.

account payment

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