How do I record a payment I received from a customer?

What you will do

You record, in a receipt voucher, an amount you received from a customer for a project. A receipt voucher is recorded as paid the moment you save it. So the treasury balance increases, what the customer owes decreases, and the amount appears in the project. You don't need a confirmation step after saving.

Before you start

• The customer has a project. A customer who has no project doesn't appear in the list. So create their project first.
• Know which treasury the amount went into, if your company has more than one treasury.

Steps

The shortest way starts from the project page, where the customer is filled in automatically:

1. Open the project page.
2. Click Record a payment, then choose Customer receipt voucher. A drawer opens with the customer's name already filled in, and you can't change it.
3. In Amount, type what you actually received. If the customer withheld tax from it, don't add that tax to the voucher. Instead, define it in Project taxes under Project settings, and it is then subtracted from Due now.
4. In Voucher date, choose the day you actually received the amount, not the day you record it. The field is filled with today's date automatically. The amount appears in the Treasury Statement on the voucher date. A future date isn't accepted.
5. Type a Description if you want.
6. Add a photo of the receipt from Upload receipt image if you want.
7. Choose the Payment method, such as Bank Transfer or Cash. The payment method describes the payment. It doesn't determine the treasury.
8. If a Treasury field appears, choose the treasury the amount went into. This field appears only if your company has more than one treasury. The default treasury is already selected in it.
9. Click Save at the bottom of the drawer.

Other ways to the same voucher

• From the sidebar: Payments → Customer receipt voucher → Add Customer Receipt Voucher. First choose the customer from Select Customer. Select Project then appears with this customer's projects, so choose the project. Then continue from step 3, and at the end click Save Data. After saving, the form clears for a new voucher.
• From any screen: Quick vouchers → Receipt from customer. Choose the project first. To record several payments in a row, click Save and another.

If the payment is for a specific quotation, choose it from Linked quotation (optional). If it isn't, leave the field on No linked quotation.

What changes after you save

• Customer page, Overview tab: Total Paid increases, and Due now and Remaining on the contract decrease. The voucher appears in Invoices History.
• Project page: in Customer Balance, Paid by the customer increases, and Due now and Remaining on the contract decrease.
• Treasury: the Balance in All Treasuries increases, and the amount appears in the Treasury Statement under In.
• Voucher list: the voucher appears with the status Paid.
• Journal: an automatic journal entry for the voucher appears, dated on the voucher date. Don't record a manual entry for it, or the amount will be counted twice in the accounts.

If the payment is an advance made before the work is carried out, Due now may appear with the word "In credit" next to it. It means the customer has paid for more than the work carried out so far. This is normal. Due now changes every time a contractor payment voucher on the project becomes paid.

To print the receipt

Open the voucher from the Customer receipt voucher list with Show, then click Print invoice. If you want a space for the customer to sign, check Signature lines.

If you made a mistake in a voucher

A receipt voucher can't be cancelled or reversed from its page. Delete it from the list instead: select it, then click Delete selected. Its effect is removed from the treasury, the customer and the project, and its entry disappears from the Journal. Then record the voucher again, correctly.

• If you gave the customer a printed receipt, take it back from them, and give them the receipt for the new voucher.
• A voucher dated in a closed accounting period can't be deleted. Ask the accountant to reopen the period first.

Permission you need

You are the account owner, so you have all permissions. If you want an employee to record payments on your behalf, grant their level these permissions from the Payments & Financial Vouchers group:

• Add Customer Receipt Voucher to record the voucher.
• View Customer Receipt Vouchers to see the list, and View Customer Receipt Details to open the voucher and print it.
• Delete Customer Receipt Voucher if they will correct mistakes themselves.

If you can't find the button or saving is refused

• The customer doesn't appear in Select Customer: they don't have a project yet.
• "The receipt voucher must be for the project's own customer…" (in Arabic): the project you chose belongs to another customer.
• "The accounting period is closed through…": the voucher date falls in a period that was closed in Accounting Periods. Choose a date after it, or ask the accountant to reopen the period.