Accounts Receivable

Payments can be received for Invoices, Debit Notes and Customer Opening Balance.

Record Invoice Payments:

When an Invoice is created against the customer, the Total Due of customer increases of the Amount of Invoice.

  1. Navigate to the Accounts Receivable Tab which lists All the customers, Invoices, Payments, Credit Notes, and Debit Notes.
  2. Search for the customer in the search box to whom the invoice is created.
  3. Select the checkbox next to customer and click on Invoices sub-tab, this will list all the Invoices available for this customer.
  4. Details such as Invoice Amount, Amount Paid and Due Amount, etc are displayed.
  5. Invoice Posted (Yes/No) status is also displayed.
  6. Use the search bar to drill down a specific Invoice using Invoice Number.
  7. With the drop-down button at the end of the row Post the Invoice if not posted as only the posted Invoices can be used to record payments.
  8. Once Invoice is posted, use the same drop-down to record the payment.
  9. Clicking on the Record Payment option brings to a Customer Payment console.
  10. Customer Payment Console lists the Invoice, provides the Customer Balance and Available Credits.
  11. Add an amount in the Payment Amount box and select the Payment Account (Bank Account/Chart of Account)
  12. Add the Cheque/Reference/Transaction no if the Payment Mode is Cheque/Wire.
  13. Select the listed Invoice checkbox and click Save or Save and Post.
  14. Payment is created with a pop up showing the Payment Number.
  15. If Save is clicked to post the Payment later then navigate to the Payment sub-tab on the Accounts Receivable page and search the payment with the payment number and post it.

Note: Whenever Invoice and Payment are Posted, the system creates transactions and ledger entries in the back end.

Debit Notes Creation:

Debit Notes are created in two ways:

  1. Navigate to the Accounts Receivable tab and to the Customers sub-tab.
  2. Select the customer checkbox to which Debit Note has to be created.
  3. From the dropdown button on the customer, row click on New Debit Note.
  4. Fill in the details and save.

The other option is

  1. Navigate to the Accounts Receivable tab and to the Debit Notes sub-tab.
  2. Click on the New Debit Note button on top of the page.
  3. Select the Account (Customer), fill in other details and Save.

Record Debit Notes Payments:

To Record payments for Debit Note, follow the steps below

  1. Navigate to Accounts Receivable, select the customer and click on Debit Notes sub-tab.
  2. Search the Debit Note and with the dropdown Post the Debit Note.
  3. After posting, using the same dropdown button Record the Payment.
  4. Fill in all the payment details and Save or Save and Post.
  5. If not Save and Posted then go to the payment tab, search the payment and Post.

Create Opening Balance for Customer:

Opening Balance is added on the customer account and Chart of Accounts (COA).

  1. Navigate to the Customer detail page.
  2. If the Account Type is ‘Customer’ then select “Accounts Receivable” COA in the Customer Account lookup.
  3. If the Account Type is ‘Vendor’ then select “Accounts Payable” COA in the Customer Account lookup.
  4. Add the Amount in the Opening Balance field.
  5. Saving the record Total Due of the Customer will increase of the amount of opening balance added.

Record Payment for Opening Balance:

  1. Navigate to Accounts receivable and to the Payments sub Tab.
  2. Click on the “New Payment” button on top of the page.
  3. A popup appears with two options – Invoice and Customer.
  4. Select the Customer checkbox
  5. Enter the customer name in the Received From box, Payment Amount, Payment Account, reference number if any and Save and Post.
  6. If not posted only saved then search the Payment in the Payments sub-tab and Post.

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