Receive Customer Payment

The Receive Customer Payment interface allows users to efficiently process and record customer payments.

Upon accessing this page, the user must select the bank account to which the payment will be deposited and identify the customer and their branch. If the customer has any outstanding invoices, they will be listed. Based on the payment amount, the user can simply check the corresponding checkbox to allocate the full amount to an invoice. If the payment amount is not sufficient to cover the full invoice, the user should not check the checkbox. Instead, they should enter the payment amount in the "This Allocation" box provided.

The system will automatically calculate and display the total allocated amount in the "Total Amount Allocated" box below the table. Warning: Do not modify this calculated amount unless you are certain of the necessary changes. If the amount is adjusted to exceed the Total Amount Allocated, the surplus will be recorded and can be applied to other invoices. Conversely, if the amount is set below the Total Amount Allocated and the "Add Payment" button is clicked, the invoices will be closed and the shortfall will not be reflected in the general ledger (GL) record but will be recorded as a negative outstanding balance.

To rectify this negative outstanding balance, the user needs to navigate to Sales > Transaction > Allocate Payments or Credit Notes and check the "Show Settled Items" box so the negative outstanding balance appears. Click on the "Allocate" icon of the item to open the allocation transaction, adjust the amount in the "This Allocation" field of the corresponding item to the correct value, and "Process" it. The amount will be re-allocated correctly, rectifying the payment or allocation.

Receive Customer Payment

The Receive Customer Payment interface allows users to efficiently process and record customer payments. Follow these steps to ensure accurate and efficient handling of customer payments.

1. Accessing the Interface

1. Navigate to the Receive Customer Payment page.
2. Select the bank account where the payment will be deposited.
3. Identify the customer and their branch.

2. Allocating Payments to Invoices

1. Listing Outstanding Invoices:
   • If the customer has any outstanding invoices, they will be listed.
2. Allocating Full Payment:
   • To allocate the full payment amount to an invoice, simply check the corresponding checkbox.
3. Partial Payment Allocation:
   • If the payment amount is not sufficient to cover the full invoice, do not check the checkbox.
   • Instead, enter the payment amount in the "This Allocation" box provided.

3. Calculating Total Allocated Amount

1. Automatic Calculation:
   • The system will automatically calculate and display the total allocated amount in the "Total Amount Allocated" box below the table.
2. Warning:
   • Do not modify this calculated amount unless you are certain of the necessary changes.
   • If the amount is adjusted to exceed the Total Amount Allocated, the surplus will be recorded and can be applied to other invoices.
   • If the amount is set below the Total Amount Allocated and the "Add Payment" button is clicked, the invoices will be closed, and the shortfall will not be reflected in the General Ledger (GL) record but will be recorded as a negative outstanding balance.

4. Rectifying Negative Outstanding Balances

1. Navigate to Allocation:
   • Go to Sales > Transaction > Allocate Payments or Credit Notes.
2. Show Settled Items:
   • Check the "Show Settled Items" box to display the negative outstanding balance.
3. Adjust Allocation:
   • Click on the "Allocate" icon of the item to open the allocation transaction.
   • Adjust the amount in the "This Allocation" field of the corresponding item to the correct value.
   • Click "Process" to re-allocate the amount correctly, rectifying the payment or allocation.