Payments Received

The Payments Received module records the inflow of money from your customers. While an “Invoice” represents the request for payment, the “Payment Received” record acts as the proof that the transaction is settled.

This module is essential for keeping your Accounts Receivable accurate and ensuring your bank or cash balances match reality.

Recording a Customer Payment

To log a new incoming payment, navigate to Accounting > Payments Received and click New.

Customer Details

Customer: Select the client who is paying you. Note: The invoice list below will not load until you select a customer.
Payment Date: The date you actually received the funds (supports Nepali date formats like 2082-09-11).

Payment Specifics

Payment Mode: How did they pay? (e.g., Cash, Cheque, Online Transfer, QR).
Deposit To: Which account is this money going into? (e.g., Petty Cash for small amounts, or a specific Bank Account for transfers).
Reference#: Enter the transaction ID (e.g., Cheque number or Fonepay transaction ID) for future tracking.

Invoice Allocation

Just like paying vendors, receiving money requires you to specify which debt is being settled.

Amount: Enter the total amount received.
- Tip: Use the Pay in Full link to automatically set the amount to the total outstanding balance of the customer.
Allocation Table: Once a customer is selected, the table at the bottom will list their open invoices.
- Invoice#: The specific document being paid.
- Amount Due: The balance remaining on that invoice.
- Payment: You can split a single lump sum payment across multiple invoices by entering partial amounts in this column.

Save

Click Save to finalize. This will credit your chosen “Deposit To” account and reduce the customer’s outstanding balance.

Accounting Impact: The account you select in Deposit To is where the system will debit the funds in your General Ledger. Ensure you select the correct bank or cash account to keep your reconciliation easy.