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Payment from Customer Fields

Top Block Fields:

Ref #

A reference number auto-assigned. See Working with Reference numbers (Ref #).

Received from

The Customer who made the Payment.

Date

The date will automatically be populated with the current date.

NOTE: If the date you received payment is not the current date, you should enter the corresponding date.

Customer Balance

The amount the Customer owes you. It is the current balance in the Accounts Receivable Ledger (Sales Ledger). If the field contains an amount preceded with a minus sign, this signifies that you owe the customer that amount.

Currency

Once set, the currency cannot be changed and transactions will only be in the selected currency. See Working with Currencies.

Exchange Rate

The Currency Exchange Rate. For more information see Working with Currencies.

Payment and Credit Block:

Amount Paid

Enter the amount the Customer has paid. This amount will automatically be added to the balance in the ‘Unused Payment‘ field on the Invoices tab which will be adjusted when payment allocations are done.

Available Credit

This amount is a total of any outstanding credit notes.

When you allocate credit to an invoice, this field will be adjusted accordingly.

Bottom Block – Tab one: Invoices

Unused Payment

Initially this field will have the same value as the ‘Amount Paid’ field above. As payments to invoices are allocated, this amount will decrease accordingly.

Unused Credit

Initially this field will indicate any credit that is available. As credit is allocated to invoices, this amount will change accordingly. If not all the credit is used, this field will retain the residual value for future allocation to new invoices.

Select Column

The first column – A tickbox to select the Invoices to which you want to apply a payment or credit.

Date Column

The Due Date of the Sales Invoice(s).

Ref # Column

The unique ID of the Sales Invoice.

A/C Memo Column

See Working with A/C Memos.

Original Amount Column

The original balance on the Sales Invoice.

Balance Due Column

The outstanding balance on the Sales Invoice.

Amount to Credit Column

Enter the amount to be credited. You can only apply a value that is the same or less than the amount in the Unused Credit field.

NOTE:
To edit the value in this field, first tick the Select box at the beginning of the row you wish to edit.

Amount to Pay Column

Enter the amount to be paid. You can only apply a value that is the same or less than the amount in the Unused Payment field.

NOTE:

To edit the value in this field, first tick the Select box at the beginning of the row you wish to edit.

Bottom Block – Tab two: Allocate Credit

Select Column

Check this box to select a Credit Note from which you want to allocate credit.

Date Column

The date the Credit note was raised (created).

Ref # Column

The Unique ID of the Credit Note.

Original Credit Column

The original balance on this Credit Note.

Credit Available Column

The outstanding balance on this Credit Note.

Amount to Allocate Column

Enter the amount of credit you want to allocate from this credit note.

NOTE:
To edit the value in this field, first tick the Select box at the beginning of the row you wish to edit.

Bottom Block – Tab two: Payment Method

The fields on this tab are used to record details about the payment. For information on entering payment details see Entering Payment Details.

Payment Method

From the dropdown box select the applicable method used by the Customer to make payment.

Payment Processor

The Payment Processor to be used for this Payment. See Payment Processors.

Process Status

The status of the Payment Processing. This can be:

  • NOT PROCESSED
  • ACCEPTED
  • REJECTED

See Payment Processors.

Reference

A unique reference or ID such as the check number or card transaction number. Filling in this field with the unique number that appears on your bank statement will make reconciliation of your bank account simpler.

Deposit to

If this field is checked, then the amount paid will be recorded into the account you specify in the “To Account” field.

If this field is unchecked, the amount paid is recorded in the Non-Deposited Funds account, which can then be deposited into a Bank Account at a later time. See Making Bank Deposits.

To Account

Specify which account the amount has been paid into. Only use this when the amount has been paid directly into an account other than non deposited funds.