When a customer pays, you record a receipt against the bank or cash account and, optionally, allocate it across their open invoices. Allocation totals are checked server-side against the live ledger, so you can never over-allocate.
Before you start
- The customer must already exist as an AR customer.
- Know which bank or cash account the funds landed in — it must be a real account in your chart.
- Have the invoices you intend to settle to hand.
Steps
-
Open Accounting → Receivables → Receipts and start a new receipt.
[screenshot: New receipt form]
-
Select the Customer (
acc_customer_id, required). -
Set the Receipt date (
receipt_date, required) and Currency (required, three-letter code). Optionally add an FX rate. -
Enter the Amount (
amount, required, greater than zero). -
Choose the Bank / cash account (
bank_account_id, required) the money was received into. -
Optionally set the Payment method (
payment_method) — cash, credit, cheque, card, mobile money or other — and a Reference (up to 120 characters).[screenshot: Receipt payment details]
-
Optionally add Allocations to spread the receipt across invoices. For each allocation select the Invoice (
acc_invoice_id) and the Amount (greater than zero) to apply. The server checks that total allocations do not exceed the receipt amount, and that no invoice is over-paid against its live outstanding balance.[screenshot: Receipt allocation grid]
-
Save. Unallocated amounts sit as a credit on the customer’s account.
Result
The receipt posts to the bank/cash account, the customer’s balance reduces, and any allocated invoices are settled up to the amounts applied.