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Recording incoming payments

Once you’ve invoiced your customers it’s time to collect customer payments. The Income Receipts module allows you to record these incoming payments.

Recording incoming payments

To record an incoming payment,

Recording an incoming payment
  1. In the main menu, go to Bank, then click on Income Receipts.
  2. In the Income Receipt’s list, click on the (+) Button and then on New Receipt from the options menu.
  3. In the header, we choose the AccountPayorAmountPayment method, and Date.
  4. In the Details Section, we have 2 Tabs: Receivables and Accounts.

Account: In this field, we choose the account where this money will be deposited. If we do not wish to record the deposit directly to an account, you can also record it to cash, like in the case of receiving cash or a check, then you can deposit these funds using the Bank Deposit module, which we will see in a later lesson.

Payment Method: This field defines how we are receiving the money. Please take note that depending on the payment method, we could see additional fields.

Settling Accounts Receivable

To choose accounts receivable to settle,

Receivables tab
  1. Click on the + Receivable (AR) button.
  2. Activate the switch on the pending account receivables to settle.
  3. Close the window to return to the main screen.

Please take note that you need to choose the bank account and the payor before you can click the + Receivable (AR) button and view pending account receivables.

These accounts receivable documents may come from sales invoices, advances to suppliers, credit notes, or employees’ loans.

Recording income to ledger accounts

To record income to a ledger account,

Ledger accounts tab
  1. Go to the Ledger Accounts Tab.
  2. Choose the ledger account, write a description, and set the Amount to Receive.
  3. if you need to include more accounts, click on the + Item button and repeat the previous step.

Ledger Account Tab: This can be used to record any transaction that does not have a source document, such as advances received from customers, loans, or funds received from a partner, among others.

Important: If we choose an account payable ledger account, the system will automatically create an accounts payable document. You’ll be able to see this document in the checks module for settling purposes.

Uploading and attaching files

To upload and attach any supporting files,

Files Tab
  1. Click on the Files Tab.
  2. Click on the browse button.
  3. Select the files to upload and click on Open.
  4. Once done, click on Close.

These files will be attached to the document and stored in the cloud. You can view all uploaded documents by going to Tools > Files on the main menu.

Once we complete the income receipt, click Save.

Applying Customer Advances

If we have recorded customer advances, these will be available to apply to invoices generated for that customer.

To apply an advance to a customer invoice,

Apply a customer advance
  1. In the main menu, go to Sales, then click on Invoices.
  2. In the Invoices list, choose the invoice by clicking on the options menu and then on Apply Advance.
  3. In the Advances and Credit Tab, choose the payment advances to apply to this invoice.
  4. When done, scroll to the bottom of the page and click Save.

Document’s Actions

To view the available actions,

Document’s Actions

In the Income Receipt list, click con the Action Menu for any document.

  1. Preview: Opens a printable version of the document.
  2. History: Displays the transaction history log.
  3. Send email: Opens a window to send an email with a PDF version of the document.
  4. Upload File: Option to upload and attach a file.
  5. Audit: Displays a list of changes made to the document.
  6. Void document: Changes the document’s status to void.

Note: These actions are displayed depending on the document status.