Receive Payment: General Area

Field/Button

Used for

Type of payment

Specify what type of payment you want to record. Select the type from the list of predefined payment types:

• Other income - choose, if you have to record incomes from activities other than typical business operations, such as investment interest, etc.
• Other receive payment - use to record payments received from other parties than customers or vendors for certain financial operations. For example, debt repayments.
• Payment from customer - select this type of payment when you record payments for invoices or advances received before goods or services were provided.
• Receipt from currency exchange - choose this payment type if you wish to record the funds received from the exchange of foreign currency. 
• Vendor refund - use to record refunds you received from a vendor.

Payer

Select a business partner who makes payment from the list of existing business partners.

The field is available for all payment types, except Receipt from currency exchange. In case of Receipt from currency exchange, banks are considered to be payers.

Bank account

A company bank account to which you received payment from the selected business partner.

• The bank account is provided automatically. It is a default bank account of your company that has been specified in the settings of your organization.   

Bank account from

Select a bank account from which the business partner sent payment.  

• It is an optional field. If you do not possess any information about your business partner’s bank accounts, leave this field empty.

Bank account balance after operation

The amount of funds in the chosen bank account after receiving payment from the business partner.

Match invoices

This option becomes available only if you select Payment from customer in Type of payment field of this section. 

Turn on this option if you want manually specify invoices to be fully or partially closed. 

If you create a receive payment document for an invoice or multiple invoices from scratch without reference to a particular invoice, the Match invoices option is turned off by default. If you keep it turned off, the FIFO (the first in, first out) method is used to close the invoices issued to a selected payer.

When turned on, the option adds the Fill button and the Not matched amount field to the document form.

It also opens access to the Open invoices section. 

Type of filling

This option becomes available only if you select Payment from customer in Type of payment field of this section. 

Field defines the type of base for receive payment from customer to be created: open invoices or proforma invoices.

Fill

This button becomes available only if you turn on Match invoices option in this section. 

Click the Fill button after choosing the preferred type of filling.

Not matched amount

This option becomes available only if you turn on Match invoices option in this section. 

If there are any discrepancies between the received amount (indicated in the Received amount field in the General area) and the sum of payment amounts allocated to each invoice to be closed, the difference between the amounts is displayed in the Not matched amount field. 

You will not be able to save the receive payment document if there is any difference between the received payment amount and the total amount allotted to close specified open invoices.

Field

Used for

Number

Receive payment document number is assigned automatically when you save the document based on the selected numerator.

Users with the appropriate permissions can override the auto-generated number and enter it manually.

After overriding the document number, automatic numbering will proceed in the same manner but using the manually set number as a start value.

Date

Date field is automatically assigned the date and time when the new receive payment was created.

The date and time specified designate the posting date and time, the document date and time, and the receive payment date.

You can override the auto-generated date and time and enter them manually.

• It is a required field. If document date is not specified, you will not be able to save the document.

Field

Used for

Currency

Currency in which the payment was made.

Received amount

Amount of payment received by your company in the selected currency.

• If your bank charges any fees for processing incoming transactions (international money transfers) that are borne by your company, you indicate the amount after deducting those fees in this field. The fee amount is entered separately and is classified as an expense since customer liability is closed for the amount paid by the customer prior to deducting any bank charges. For example, a customer transfers 2000 EUR as a payment for an open invoice to your bank account, but the bank charges 1% fee on the transfer for which your company is responsible, you record 2 EUR as a fee amount and the rest 998 EUR as an amount received from the customer in the Received amount field. However, customer liability is closed for 1000 EUR, not for 998 EUR. The bank charge of 2 EUR is classified as an expense borne by your company.

Received amount (gross)

Amount of payment received in the selected currency from the sale of foreign currency prior to deducting any currency-exchange fees. 

It is obligatory to manually enter the final amount received from the sale of foreign currency after deducing all the applicable fees in the Received amount field. The fee amount is calculated automatically then. 

If you change the fee amount manually, the amount in national currency and exchange rate will be recalculated.

Fee amount

Enter the amount of fee paid to the bank in the selected currency.

Field/Option

Used for

Sent amount details

Turn this option on if you want to manually review or modify information about the received amount of payment.

When this option is on it adds hidden fields to the Amount details section.

Original currency

The original currency in which the payment was made.

Received amount (gross) in original currency

Amount of payment sent to your company in the original currency.

Sent amount

Amount of payment sent in the original currency prior to deducting any currency-exchange fees.

Fee amount (payer's bank)

Enter the amount of fee paid to the payer's bank in the original currency.

Exchange rate

Enter the exchange rate at which the specified currency amount has been sold.

Indirect exchange rate

Turn on this option if the indicated exchange rate is indirect.

Field

Used for

Purpose

The field enables you to identify/record the purpose of payment. The purpose of payment description is included with the payment and should be copied from the received bank statement.

Field/Button

Used for

Set accounts by default

Click the Set accounts by default button to automatically set the default accounts for the receive payment transaction. 

Receivables account

Account in this field is set for receivables of the transaction.

The field is filled in either manually or by click on the Set accounts by default button.

• It is a required field. If you do not set the account for receivables for the receive payment transaction, you will not be able to save the document.
  

Advance account

Account in this field is set for advances of the transaction.

The field is filled in either manually or by click on the Set accounts by default button.

• It is a required field. If you do not set the account for advances for the receive payment transaction, you will not be able to save the document.

Fee expense account

Select an expense account in which the fee is to be recorded.

Field

Used for

Note

Add any extra details or comments about the receive payment document.

Attachment

Add any additional files or external links related to the receive payment document.

• You can upload images, text files, PDF files, spreadsheets, compressed files and other data files (for example, CSV and XML files).
• You can download uploaded attachments to your device by clicking a file name.