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Record and allocate a receipt

The Maina family pays KES 10,000 toward an outstanding KES 25,000 invoice. The bursar has the payment reference and needs to record the collection without changing the original invoice.

A receipt records where the money arrived and which invoices it pays. Saving the receipt as a draft does not change balances; submission posts the receipt and applies its allocations.

On this pageBefore you beginRecord the collectionAllocate the paymentCheck the resultTroubleshooting

Before you begin

  • Confirm that the payment was actually received and retain its reference.
  • Identify the customer and the submitted invoices being paid.
  • Confirm the bank or cash account, date and currency of the collection.

Record the collection

  1. Go to Accounting → Invoicing and choose Record receipt.
  2. Select the customer and check the Receipt date.
  3. Choose the Deposit account where the money arrived.
  4. Enter the Payment reference. Use Internal note for reconciliation context.
The actual receipt editor. Allocate the collection to submitted invoices and select the correct deposit account.1 Deposit account and payment reference2 Invoice allocations

Allocate the payment

  1. Find the submitted invoice in the allocation table.
  2. Enter the amount received against that invoice. For a KES 10,000 payment on a KES 25,000 outstanding invoice, allocate KES 10,000.
  3. Check the Receipt total and the amounts against every selected invoice.
  4. Save a draft for review, or save and submit the verified receipt when authorized.

Check the result

After submission, the example invoice has KES 15,000 outstanding and is partially paid. Its original KES 25,000 total stays the same.

In a simple same-currency receipt, the deposit account is debited and customer receivables are credited. Check the posted receipt, its allocation and the remaining balance together.

Troubleshooting

ProblemCheck
Invoice does not appearConfirm the customer and that the invoice is submitted with an amount outstanding.
No deposit account availableAsk the finance administrator to check bank/cash account configuration and your access.
Balance has not changedConfirm the receipt was submitted, rather than only saved as a draft.
Payment exceeds the invoiceAllocate only the outstanding amount and handle the excess through customer advances.
Sales invoicesIntroduction to accounting