Receipts

A receipt records money a customer has paid you. Its real job is not the cash line — it is matching that money to the invoices it settles, so your list of who owes you stays true.

Before you start

• The account the money landed in must exist. See System Manager›Bank Account.
• The invoices being paid should already be confirmed, or there is nothing to match against.

Record money in

1. Open Cash Book›Receipt and click Add.
2. Pick the Customer who paid you. Their open invoices load underneath.
3. Set the Date to the day the money actually arrived, not the day you are entering it.
4. Pick the Bank Account it went into.
5. Type the Amount Received.
6. Tick the invoices this money covers. Use Allocate All to settle them oldest-first, or type a part amount against a single invoice.
7. Check that nothing is left unallocated unless you mean it to be.
8. Click Confirm.

Each invoice you matched now shows Partially Paid or Paid, and drops off what the customer owes.

A receipt. Trade Allocations is where you match the money to invoices.

When the money does not match an invoice

You can confirm a receipt without matching all of it. The unmatched part sits against the customer as money held on account, and shows with an Advance marker in the list.

1. Record the receipt and allocate whatever part you can.
2. Leave the rest unallocated and confirm.
3. When you later raise the invoice it belongs to, come back and allocate it.

This is the right way to handle a deposit taken before the work — better than holding the money outside the system until an invoice exists.

Change a receipt

1. Open Cash Book›Receipt and click the receipt.
2. If it shows Draft, change it and save.
3. If it is confirmed, click Reset to Draft. The invoices it settled go back to being owed.
4. Fix the amount or the matching, then confirm again.

Delete a receipt

1. Open Cash Book›Receipt.
2. Use the … menu at the end of the row, choose to delete, and confirm.

Other things you can do

• Print it. Print produces a receipt you can give the customer.
• Record which outlet took it. Set the Outlet on the line if you work across branches, so the money is attributed correctly.
• Take payment in another currency. Pick the Currency and the rate is filled in for you. One receipt can even settle invoices raised in a different currency — see Settling a document in a different currency. Needs Multi-Currency on your plan
• Check what is still owed. Sales Reports›AR Aging groups every unpaid invoice by how late it is.

What can stop you

• If the customer's invoices do not appear, they are not confirmed yet, or they are in another currency — change Offset Currency to it.
• If confirming is refused because the total does not add up, the allocated amounts exceed the Amount Received. Use Clear All and start the matching again.
• If the bottom of the page reads Period Locked, the receipt date is in a closed month. See Financial Periods.
• If the bottom reads Locked — finalized bank reconciliation, this receipt is part of a completed bank match. Release that first.