Capturing customer payments

In this guide we'll be looking at the following:

Capturing a customer payment received using a cash receipt

You would use a cash receipt to capture a payment if a customer pays you in cash.

If the cash on hand function is enabled, cash payments will be processed immediately. The deposit leg of the payment will be posted to the cash on hand account from where it can be deposited into the bank account or used to pay for other expenses.

Other payments will be classified as undeposited and will not be processed until it is deposited. 

To enable the cash on hand function do the following:

  1. Navigate to System / Company Parameters.
  2. Click on the Global Settings tab.
  3. Click on the General tab.
  4. Enter Y in the Use Cash on Hand Account text box.

Watch this video to see how to capture a customer payment received using a cash receipt or follow the steps below it.

Navigate to the correct window

  1. Navigate to Debtors / Debtor Payments / Enter Payments Received.

Enter the payment details

General details

  1. Enter the date of the payment in the Date text box.
  2. Select Cash from the Payment Type dropdown list.
  3. Enter the name of the customer in the Name text box, if required.
  4. Enter a comment in the Comment text box, if required.

Payment details

  1. Enter (or select) the appropriate customer account in the first open line in the ACCOUNT column.
  2. Enter the amount paid in the AMOUNT column.
  3. Select the line in the OUTSTANDING column of one of the invoices that the payment pertains to.
  4. Press F3 to allocate the payment wholly or partly to the selected invoice.
  5. Repeat for all the invoices that the payment pertains to.
Press F4 to allocate the payment if a discount percentage has been specified to an invoice and you want to allocate it to the payment and enter the discount amount in the Settlement Discount text box.

You can auto allocate the payment by clicking the Auto Allocate button, this is usually a method to consider if the payment balances with the outstanding amount. The payment will be allocated from the oldest transactions to the newest transactions.

Save the receipt

  1. Click the Accept button.
  2. Specify the print options and click the OK button, or click the Cancel button to close the window without printing.

Capturing a customer payment received using a cheque receipt

You would use a cheque receipt to capture a payment if a customer pays you with a cheque.

Watch this video to see how to capture a customer payment received using a cheque receipt or follow the steps below it.

Navigate to the correct window

  1. Navigate to Debtors / Debtor Payments / Enter Payments Received.

Enter the payment details

General details

  1. Enter the date of the payment in the Date text box.
  2. Select Cheque from the Payment Type dropdown list.
  3. Enter a cheque number in the Cheque No text box.
  4. Enter the name of the customer in the Name text box, if required.
  5. Enter a comment in the Comment text box, if required.
  6. Enter (or select) the ledger account of the relevant bank account in the Designated Bank Account text box.

Payment details

  1. Enter (or select) the appropriate customer account in the first open line in the ACCOUNT column.
  2. Enter the amount paid in the AMOUNT column.
  3. Select the line in the OUTSTANDING column of one of the invoices that the payment pertains to.
  4. Press F3 to allocate the payment wholly or partly to the selected invoice.
  5. Repeat for all the invoices that the payment pertains to.
Press F4 to allocate the payment if a discount percentage has been specified to an invoice and you want to allocate it to the payment and enter the discount amount in the Settlement Discount text box.

You can auto allocate the payment by clicking the Auto Allocate button, this is usually a method to consider if the payment balances with the outstanding amount. The payment will be allocated from the oldest transactions to the newest transactions.

Save the receipt

  1. Click the Accept button.
  2. Specify the print options and click the OK button, or click the Cancel button to close the window without printing.

Capturing a customer payment received using a credit card receipt

You would use a credit card receipt to capture a payment if a customer pays you with a credit card.

Watch this video to see how to capture a customer payment received using a credit card receipt or follow the steps below it.

Navigate to the correct window

  1. Navigate to Debtors / Debtor Payments / Enter Payments Received.

Enter the payment details

General details

  1. Enter the date of the payment in the Date text box.
  2. Select Credit Card from the Payment Type dropdown list.
  3. Enter the credit card number in the C/Card No text box.
  4. Enter the name of the customer in the Name text box, if required.
  5. Enter a comment in the Comment text box, if required.
  6. Enter (or select) the ledger account of the relevant bank account in the Designated Bank Account text box.

Payment details

  1. Enter (or select) the appropriate customer account in the first open line in the ACCOUNT column.
  2. Enter the amount paid in the AMOUNT column.
  3. Select the line in the OUTSTANDING column of one of the invoices that the payment pertains to.
  4. Press F3 to allocate the payment wholly or partly to the selected invoice.
  5. Repeat for all the invoices that the payment pertains to.
Press F4 to allocate the payment if a discount percentage has been specified to an invoice and you want to allocate it to the payment and enter the discount amount in the Settlement Discount text box.

You can auto allocate the payment by clicking the Auto Allocate button, this is usually a method to consider if the payment balances with the outstanding amount. The payment will be allocated from the oldest transactions to the newest transactions.

Save the receipt

  1. Click the Accept button.
  2. Specify the print options and click the OK button, or click the Cancel button to close the window without printing.

Capturing a customer payment received using an EFT receipt

You would use an EFT receipt to capture a payment if a customer pays you using an electronic funds transfer into your bank account.

Watch this video to see how to capture a customer payment using an EFT receipt or follow the steps below it.

Navigate to the correct window

  1. Navigate to Debtors / Debtor Payments / Enter Payments Received.

Enter the payment details

General details

  1. Enter the date of the payment in the Date text box.
  2. Select Bank Transfer from the Payment Type dropdown list.
  3. Enter (or select) the ledger account of the relevant bank account in the Designated Bank Account text box.
  4. Enter the name of the customer in the Name text box, if required.
  5. Enter a comment in the Comment text box, if required.

Payment details

  1. Enter (or select) the appropriate customer account in the first open line in the ACCOUNT column.
  2. Enter the amount paid in the AMOUNT column.
  3. Select the line in the OUTSTANDING column of one of the invoices that the payment pertains to.
  4. Press F3 to allocate the payment wholly or partly to the selected invoice.
  5. Repeat for all the invoices that the payment pertains to.
Press F4 to allocate the payment if a discount percentage has been specified to an invoice and you want to allocate it to the payment and enter the discount amount in the Settlement Discount text box.

You can auto allocate the payment by clicking the Auto Allocate button, this is usually a method to consider if the payment balances with the outstanding amount. The payment will be allocated from the oldest transactions to the newest transactions.

Save the receipt

  1. Click the Accept button.
  2. Specify the print options and click the OK button, or click the Cancel button to close the window without printing.

Bulk importing customer payments using a CSV file

Note that receipts can only be imported if it is in local currency and only bank transfer, credit card and speedpoint payments can be imported.

Watch this video to see how to bulk import customer payments or follow the steps below it.

Download the template

  1. Download the template at the bottom of this guide.

Create the CSV file

  1. Complete the spreadsheet with the relevant information.
  2. Save the file as a spreadsheet in order to reference it later if needed.
  3. Remove all headings, instructions and other tabs.
  4. Save the file as a CSV file.
  5. Close the file.
Note that the invoice number will be used as it was entered, which means that it must contain leading zeros if present.

If the file is not closed, you will get an I/O Error 32 when trying to import the file. 

Navigate to the correct window

  1. Navigate to System / Import Utilities / Accounts / Import Receipts.

Enter the import details

  1. Enter (or select) the appropriate bank account number in the Bank Account text box.
  2. Enter the date of the receipts in the Date text box.

Upload the CSV file

  1. Click the Open File button.
  2. Select the appropriate file and click the Open button.
  3. Check for any errors and correct where needed - if there are errors present you will not be able to import the receipts.

Import the receipts

  1. Click the Accept button to import the receipts.

Download the template here:

Was this article helpful?
0 out of 0 found this helpful