Record a receipt or a payment

What it is for

Recording a receipt closes (or reduces) what the customer owes; recording a payment does the same for what you owe a supplier. The entry goes into the cash book automatically, updates the customer’s statement and, if you use cash accounting for VAT, makes the invoice VAT due in proportion to the amount collected or paid.

How to do it

1. Open Due dates, choose Receivable or Payable and tap the instalment’s date.
2. Tap Record receipt (customers) or Record payment (suppliers).
3. Check the Date (today), the Amount (the whole outstanding balance is suggested) and the Method (the instalment’s).
4. Optionally add a note, for example the cheque number.
5. Tap Confirm.

For a partial payment enter only the amount received: the rest stays open and the item becomes Partly paid. You can record as many entries as needed until the balance reaches zero.

Settle several items at once

1. In Due dates → Receivable (or Payable) tick the items to settle; on a smartphone there is also Select all open payments due.
2. Above the list you see how many items you selected and the total outstanding.
3. Check the Date, the Method (The one of each payment due keeps each instalment’s own) and, optionally, the Notes.
4. Tap Record receipt (or Record payment): every selected item is settled for its whole outstanding amount on that date. Clear selection empties the selection.

What you see on the page

• At the top: Due date, Amount, Received (or Paid) and Outstanding, with the instalment’s status.
• The Receipts (or Payments) section lists the entries with date, method and amount.
• An offset by a credit note appears as “Credit note no. …” and links to the note.
• If the item is in a RiBa or SDD batch, there is a link to the batch and any unpaid returns.

Where the entry goes

• In Accounting → Cash book: cash goes to Cash; bank transfers, RiBa, SDD, cheques and cards go to Bank.
• In double-entry bookkeeping, as a receipt or payment entry.
• In the withholding tax register, if the invoice has withholding tax: it counts in the year the customer pays.

Receipts are also recorded automatically when you confirm a bank reconciliation or the credit of a batch. Offsets by a credit note move no money and do not go into the cash book; the receipt of a counter sale that was later invoiced is already in the cash book with that day’s takings.

Fixing a mistake

In the Receipts or Payments section tap Remove next to the wrong entry and confirm: the outstanding balance goes back to what it was.

An offset from a credit note cannot be removed here: it is removed by deleting the credit note that created it (while it can still be deleted).

See also

• Customer and supplier payment schedule
• Cash and bank cash book
• Bank reconciliation with the bank statement
• RiBa and SEPA direct debit (SDD) batches
• Issue a credit note