Customer receipts

This page is for people your administrator has given access to Receivables. Recording receipts needs a separate permission; if you do not see New receipt, ask your administrator.

A receipt records money that reached the company’s bank account or cash from a customer. You apply it to the invoices it pays, and anything left over stays on the customer’s account as a credit for later.

The Receipts page

Open Receipts under Receivables.

Column	What it shows
Number	The receipt number, such as RCT-2026-0009, or Draft
Customer	Who paid
Received	The date the money was received
Amount	The amount received, with the base-currency amount underneath for a foreign currency
On account	The part not yet applied to an invoice
Status	Draft, Received, Voided or Withdrawn

Search with Search…. The filter icons on Received, Amount and Status filter by a date range, an amount range or a status. Select a column title to sort by it. Load more shows older receipts.

Record a receipt

1. Select New receipt.

2. Fill in the details:

   Field	What to enter
   Customer	Who paid. Inactive customers are listed with “(Inactive)”.
   Received into	The bank or cash account the money reached
   Date received	The date on the bank statement or receipt. It starts as today.
   Bank reference	The bank’s reference for the payment, for example the transfer reference
   Currency	The currency the customer paid in, such as MYR
   Exchange rate to MYR	Only for a foreign currency: the rate for this receipt
   Amount received	The amount that arrived

3. Under Apply to an invoice, each open invoice and debit note of the customer in that currency is listed with its number and what is still owed. Type how much of this receipt pays each one into the box beside it. On account below shows what is left over.

4. Attach the bank slip or other proof under Attachments, if you have it.

5. Select Record receipt, or Save draft to finish later.

The receipt shows Received and gets its number. The money is recorded in the books in the account you chose, and each invoice it pays goes down by the amount you applied.

Caution

A recorded receipt cannot be edited. If it was wrong, it must be voided (see below).

Rules for applying

• You cannot apply more to an invoice than it has outstanding.
• A receipt in a foreign currency must be applied in full when you record it. While anything is left on account you see “A receipt in a foreign currency must be applied in full.” and Record receipt stays unavailable.
• A receipt from an inactive customer must also be applied in full to their open invoices. You see “This customer is inactive: a receipt can only be applied in full to their open invoices.”
• A receipt in your base currency can be left partly or wholly on account, for example a deposit before you invoice, or an overpayment.

Apply money on account later

When a customer has money on account and you then issue an invoice:

1. Open the receipt.
2. Under Allocations, choose the Invoice and enter the Amount.
3. Select Apply. You see “Allocation recorded”.

This is available for receipts in your base currency that are Received and still have money on account.

Undo an application

Next to an application under Allocations (on the receipt or on the invoice), select Reverse.

The amount goes back on account and the invoice is open again for that amount. Nothing is deleted: the original application shows Reversed.

For a receipt in a foreign currency, Reverse is not offered: the only way to undo its applications is to void the receipt.

Void a receipt

Use this when a receipt should never have been recorded, for example a bounced cheque or the wrong customer.

1. Open the receipt and select Void.
2. Enter Why it is being voided and confirm.

Voiding needs someone other than the person who recorded it; by default that is your organization’s owner. If Void is greyed out, hover over it to see why.

Caution

Voiding cannot be undone. The receipt’s entry in the books is reversed, its applications are undone, and the invoices it paid are open again. The receipt keeps its number and shows Voided.

A draft receipt

Open a draft to finish it: Record receipt records it with the amounts you entered, and Withdraw (with a reason) abandons it. A withdrawn receipt shows Withdrawn.