Payment Receipts

Payment Receipts

Payment receipt records a payment made by a customer. You can use payment receipts to record the following kinds of transactions:
  • Payments received from a customer, which may include partial payments and payments for multiple invoices.
  • Sales orders deposits, pre-payments, and invoice over-payments.
  • Unapplied payments.
  • Refunds made by a vendor.
To create a Payment receipt made under a Tax invoice (for example, payment for school fees):
  1. Go to Sales.
  2. Select Payment receipts.
  3. Click Create.
  4. Select a customer in the Company drop-down list. The Tax invoice appears at the bottom, showing the Balance the customer has to pay.
  5. Change the Date, if needed.
  6. Enter the Payment amount.
  7. Select the payment Method from the drop-down list.
  8. Select the appropriate type for the transaction: Undeposited (for cash payment) or Bank Acct. (for bank payment).
9. Enter the Reference # (optional).
10. In the Invoices tabular section, select the checkbox next to the invoice you register the payment for and enter the payment amount in the Payment column.
11. On the Memo tab, you can add a note:
  • External note will appear in the receipt.
  • Internal note will not appear in the receipt, it's for your internal use only.
12. Click Save to save a draft, or Post to record the transaction.
To create a Payment receipt made without a Tax invoice:
  1. Go to Sales.
  2. Select Payment receipts.
  3. Click Create.
  4. Select a customer in the Company drop-down list.
  5. Change the Date, if needed.
  6. Enter the Payment amount.
  7. Select the payment Method from the drop-down list.
  8. Select the appropriate type for the transaction: Undeposited (for cash payment) or Bank Acct. (for bank payment).
  9. Enter the Reference # (optional).
  10. On the Accounting tab, select the A/P account the payment will go to. For example, Music Fees.
  11. On the Memo tab, you can add a note:
  • External note will appear in the receipt.
  • Internal note will not appear in the receipt, it's for your internal use only.
12. Click Save to save a draft, or Post to record the transaction.
To create a Payment receipt for an advance payment:
  1. Go to Sales.
  2. Select Payment receipts.
  3. Click Create.
  4. Select a customer in the Company drop-down list.
  5. Change the Date, if needed.
  6. Enter the Payment amount.
  7. Select the payment Method from the drop-down list.
  8. Select the appropriate type for the transaction: Undeposited (for cash payment) or Bank Acct. (for bank payment).
  9. Enter the Reference # (optional).
  10. Select the Advance check box and specify an Advance income account if necessary.
  11. On the Memo tab, you can add a note:
  • External note will appear in the receipt.
  • Internal note will not appear in the receipt, it's for your internal use only.
12. Click Save to save a draft, or Post to record the transaction.

Viewing Payment Receipts (List View)

To view the list of payment receipts that have been previously entered:
  1. Go to Sale.
  2. Click Payment receipts.
From the list view, you can:
  • Sort the list by clicking a column heading.
  • View an individual Payment receipt by double-clicking any column in the payment receipt line.
  • Export the list to Excel or other format by clicking the Export list.

Viewing Individual Payment Receipts

To view a payment receipt that have been previously entered:
  1. Go to Sales.
  2. Click Payment receipts.
  3. Double-click any payment receipt.
From the individual payment receipt view, you can:
  • Edit the payment receipt.
  • Email the payment receipt.
  • Print the payment receipt.
To email a payment receipt:
  1. Open the payment receipt and click the Email Receipt.
  2. Enter the customer’s Email address. If the email address was entered when creating the customer, the email address will be pre-filled.
  3. Enter an email address in the CC field to send a copy to any additional parties.
  4. Enter any additional text to be emailed in the receipt in the Body field.
To print a payment receipt, open the payment receipt and click the Print > Print Cash Receipt or Print > Print on thermal printer.

Filtering Payment Receipts

You might want to filter the list of receipts, for example, by payment method, period, or any other value.
To filter the list of receipts by payment method:
  1. Go to Sales.
  2. Click Payment receipts.
  3. Click More actions > Configure list...
  4. Click Add new item.
  5. Specify the Method in the Field column and a required payment method in the Value column.
  6. Click Finish editing.
To filter the list of receipts by period:
  1. Go to Sales.
  2. Click Payment receipts.
  3. Click More actions > Set period.
  4. Specify the period and click Select.
To export the result:
  1. Click Export list.
  2. Specify the document type in the Display in field.
  3. Select the columns you want to see in the exported document.
  4. Click OK.
  5. Click three dots at the top > File > Save as...
  6. Enter the File name and the Type.
  7. Click OK.