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How do I record a payment from a customer?

On Collection, pick a journal for clearing invoices and the payer, press Create, tick the invoices being paid (or use Auto collection with the amount), check the withholding, add any fee or adjustment, then put the money on the Collection Through tab with its payment method. The Collection Through total must equal the Net Receivable Amount. Save posts it.

Screen
Accounts Receivable › Collection › Collection
Who
Cashier, accountant
Takes effect
On save
Needs first
Posted invoices, a collection journal, a Payment Method

Steps​

  1. Open Collection, New.
  2. Pick the Transaction Journal for collections against invoices, the Posting Date and the Payer. For a third party paying, pick the Alternative Payer.
  3. Press Create. The Clearings tab lists the payer's open invoices, memos and advances; the default withholding tax is added.
  4. Tick the invoices. Full Settle pays a line in full; or type the Transaction Clearing Amount. To spread a lump sum, use Auto collection and type the amount.
  5. Check Withholdings. Tick Withholding Manual to type the amount from the customer's certificate.
  6. Add a Payment Fee if the bank kept a charge, or an Adjustment for a small difference you write off.
  7. Collection Through: pick the Payment Method; the account fills in. Type the Instrument No (cheque number) and the Payment Amount, equal to Net Receivable Amount.
  8. Save.

Check it worked​

  • The invoices show the cleared amount on the next collection, the Customer Aging drops, and the bank account shows the receipt.

What posts​

DocumentWhenDebitCredit
CollectionSaveBank or cash account; withholding tax, fee and adjustment accountsCustomer's receivable account

If something looks wrong​

  • "Total Amount: ... in Collection Through must be equal to Net Receivable Amount: ...". Make the payment lines add up to the net.
  • "No clearings have been found." Nothing is open for this payer in this currency.