Introduction
This article will guide you through three methods for receiving payments
- Scenario A: Receive a full and partial payment for a single AR (Accounts Receivable) entry.
- Scenario B: Receive a full and partial payment for multiple invoices from the same vendor
- Scenario C: Receive a full payment for multiple vendors’ invoices
Note: This function is only available for the role of General Manager, Accounting Manager, and Accounting.
Receiving a Payment: Scenario-Based Examples
(A) Receive a full or partial payment for a single Invoice Entry to Receive Payment
Full Payment:
1. Go to the invoice entry page, click “Tools” > “Receive Payment.”
2. You will be directed to the “Receive Payment” page. Ensure that the correct bank and payment information are entered. The system will automatically populate the "Received From" field through the Invoice.
3. Verify the invoice and complete the amount in the "Payment" field, then select the received “Bank.” Click "Save."
4. The status of the invoice will be displayed as “Full Payment.”
Partial Payment:
If the customer makes a partial payment for the invoice, update the "Payment" amount accordingly. For example, if the "Invoice Amount" is $600 and you enter $200 in the "Payment" field, the "Balance Amount" will automatically update to $400.
The invoice status will now be displayed as “Partial Balance”, and the remaining amount due can be viewed in the "Amount Due" column.
When the customer pays the remaining balance, simply repeat the process by clicking "Tools" > "Receive Payment."
To view the payment history, click "Tools" > "Payment History." You can click the Post Date hyperlink to access the payment page..
(B) Receive a full and partial Payment for Multiple Invoices from the Same Vendor
Full Payment:
1. Navigate to “Accounting” > “Payment” > “Receive Payment."
2. Select a Payment Level to categorize the payment. For example, payments such as salaries and incentives can be assigned to Level 2.
Note: Payments categorized under Level 2 are designed for higher-level, more confidential accounting data and are accessible only to the General Manager and Accounting Manager.
3. Choose the customer from whom you are receiving payment. For this example, we selected “AA CARGO (P366)”
4. Once you enter the "Received From" field, the Invoice Search Bar will appear below. Click "Search" to display the customer’s invoices.
5. Select the “Bank” for receiving the payment. In this example, we are using Bank 7.
6. Check the box for the invoice that the customer is paying. Enter the payment amount.
Note: The system automatically defaults if the amount is not entered.
7. Click “Save."
Partial Payment:
If the customer has made a partial payment, adjust the payment amount accordingly. For example, if the customer paid a total of $800, with $500 for SIN-00131 and $300 for SIN-00150, the remaining $500 balance for SIN-00150 will be displayed in the "Balance Amount".
The next time the customer pays the remaining balance, go to "Accounting" > "Payment" > "Receive Payment." Select the same company in "Receiving From" (e.g., "AA CARGO (P366)"), and click "Search" in the Invoice Search Bar to locate the invoice.
The invoice will still be displayed, allowing you to repeat the same steps to receive the remaining Balance Amount.
(C) Receive a full Payment for Multiple Vendors’ Invoices
You may receive a single payment that covers multiple customers’ Accounts Receivable (AR) in the following scenarios:
- A customer with multiple branches makes payments centrally through the headquarters.
- Customer A pays on behalf of Customer B, and they will reconcile the balance between them later.
To receive payment for multiple customers’ ARs, go to “Accounting” > “Payment” > “Receive Payment” in the navigation bar.
Then, choose “Payment Level” to classify the payment. Payment set up with Level 2 can only be viewed by the Accounting Manager and General Manager.
1. Select the customer you are receiving payment from; in this example, we selected "3M COMPANY.”
2. Select a bank for receiving the payment in the “Bank” field. In this example, we are using Bank 1.
3. Once you enter the “Received From” field, the Invoice Search section will display below. Select another vendor in “Customer.” In this example, we are using “AA CARGO (P366).”
4. Click “Search” to check the invoices listed for “AA CARGO (P366).”
5. Check the invoice that you would like to write off.
6. Next, choose another customer, “ABBOTT INC,” and click "Search." The invoices will be displayed in the list below. Note: The invoices previously selected for the customer “AA CARGO (P366)” will remain visible in the list.
7. Check the box for the invoice and enter the amount in the “Payment” field. Note: The system automatically defaults if the amount is not entered.
8. Click “Save.”
Then, this payment will include invoices for both customers, “ABBOTT INC” and “AA CARGO (P366)”, and you will receive the payment from “3M COMPANY.”
For a visual guide on this feature, please refer to the following video: