Receive Payment

To Receive a Payment

The Receive Payment function allows you to record a payment from a customer that was received manually. The actual payment must be processed outside of the system.

1. Select Finance > Accounts Receivable from the Menu. The Account Receivable Customer list page will appear.
2. Locate the customer to receive payment from in the list.
3. Click the Receive Payment link in the Action column of the required customer. The Receive Payment page will appear, showing a list of all outstanding invoices for the selected customer, with the oldest invoice shown first. Invoices that have been paid in full will not appear.
4. Enter the total amount of the payment in the Total field.
5. Tick the Auto Allocate check box to prompt the system to automatically allocate the payment against outstanding invoices. Funds can be allocated across multiple invoices. The system will allocate the payment against the oldest outstanding invoice.

   If the total payment amount is greater than the oldest outstanding invoice, the system will allocate payment against the next oldest outstanding invoice, and so on, until the payment total amount is fully allocated. If the total payment amount is greater than the total of all outstanding invoices, the system will record the balance as an unallocated payment and show the amount as a credit on the account balance.

6. Alternately, clear the Auto Allocate check box to manually assign the payment against the required invoice(s). Enter the amount(s) in the Allocated Amount field beside each outstanding invoice as required.

   If you do not allocate the payment against any invoice, the system will record the payment as an unallocated payment.

7. Enter the Payment Reference, if applicable.
8. Select the Payment Method from the drop list. Options available include: Direct Debit, EFT or Direct Deposit, EFTPOS, Cash, Cheque, Money Order, Bpay, Pay By Phone, Australia Post Bill Pay, Credit Card, Agent Collected, and PayPal.
9. Depending on the payment method selected, the system will display the Card Type field. Select the credit card type from the Card Type drop list. Options available include: American Express, Diners, MasterCard and Visa.
10. Enter the Payment Date. A Calendar tool will appear to allow you to select the required date.
11. Enter any notes or other details in the Payment Note field.
12. The system will show the default Finance Charge (%) and Finance Charge ($) in the corresponding fields as read only by default.
13. Click the Create Surcharge check box to override the default payment surcharge details. The fields will enabled for editing.
14. Enter the Finance Charge (%) or Finance Charge ($) in the corresponding fields as required.
    1. If the Create Surcharge box is NOT checked, a surcharge cardline will not be generated at all.
    2. If the Create Surcharge box is checked & a percentage amount entered; the system will automatically calculate the percentage of the Total Payment amount entered and generate a pending cardline and will have a description of 'One Off Payment Surcharge for Payment #xxxxxx'.
    3. If the Create Surcharge box is checked & a fixed dollar amount entered; the system will automatically generate a pending cardline and will have a description of 'One Off Payment Surcharge for Payment #xxxxxx'.
    4. If the Create Surcharge box is checked & BOTH percentage amount & fixed dollar amount is entered; the system will automatically calculate the percentage of the Total payment amount entered and ADD the fixed dollar amount entered and generate a pending cardline for the total surcharge amount combined and will have a description of 'One Off Payment Surcharge for Payment #xxxxxx'.
    5. If BOTH the Create Surcharge box and the Surcharge is already incorporated in paid amount check box is checked; the system will NOT generated a cardline at all.
       • If the payment amount happens to exceed the total outstanding invoice amounts, the system will create an additional unallocated payment.
       • It is recommended to create a debit cardline to represent the manual calculation of a surcharge being included in this payment total when utilising the Surcharge is already incorporated in paid amount check box.
15. Click the Submit button. A window will appear showing the payment details entered to confirm the payment.
16. Click the Yes button to confirm the payment. The page will refresh to view the newly created payment.

    The system will record the payment against the customer account, update the account balance, and create a transaction in the ledger. If a payment surcharge was applied, the system will create an pending ledger cardline for the surcharge amount. See rules above.

17. Click the No button to cancel the payment and return to the Receive Payment page to make any changes as required.

See also

• Take Payment
• Payments
• Invoicing