When a customer pays you, record it on the Money received screen in Billing. You can note a simple payment, settle it against specific invoices, or keep it as an advance. This guide covers each case.
Before you start
- You need permission to create receipts. If you do not see Money received, ask the company owner.
- Know who paid, how much, the date, and where the money landed (cash, or a bank account).
Open the screen
Select Money received from the quick actions on the home screen. The page is called Money received, with the description "Record payments received from your customers." The panel Payment details says "Enter customer and payment information."
Choose the kind of receipt
Along the top of the panel you choose what kind of receipt this is:
- Simple – you just note the money coming in.
- Against invoice – you tick the invoices this payment settles.
- Advance – the customer paid before you billed them, so no bill is settled now.
- Refund – this one is switched off here. A refund is money going out, so you record it on Money paid.
Fill in the details
- Customer: start typing a name or code in "Search customer name / code…" and pick the match. If nothing appears, you will see "No customer matches that."
- Amount: enter an amount greater than zero.
- Date: choose the day the money was received.
- Received in: choose the cash or bank account that received it.
- How: choose Cash, UPI, Bank transfer (NEFT/RTGS/IMPS), Cheque or Card. The next box changes to match: for example UPI reference or Cheque no. Fill it in when you can, because it helps match the entry against your bank statement. For a cheque, you also get a Cheque date box.
- Remarks: add an optional note, up to 250 characters.
Settle against invoices
If you chose Against invoice, a table headed Settle against invoices lists the customer's open bills with their invoice number and date. Tick Settle next to each bill that this payment clears, and adjust the amount for any bill that is only part paid. The totals show the Receipt amount, the amount Allocated to bills and what is Left on account. If you allocate more than you received, the line reads Over-allocated, so reduce an amount before saving. Money left over sits on account until a later bill is settled against it.
Save the receipt
Select Save money received, or press Ctrl (or ⌘) + Enter. The arrow next to the button also offers Save and add another and Save and view the receipt. Afterwards a "Money received recorded" message appears. If something is missing, the screen tells you, for example "Choose the customer this money came from." or "Choose where the money was received."
Check earlier payments
Once a customer is chosen, the page shows Recent payments from this customer. Use it to avoid recording the same payment twice.