Receiving payments

Migrated from the Motasoft VGM Help Centre; the original author and publication date were not recorded.

To accurately record and manage payments received from customers, follow the steps below:

Creating a New Sales Receipt from an Invoice

1. Navigate to Sales > Sales Invoices.
   • Via Invoice Grid
     • Select the relevant invoice from the grid.
     • Click "Receive Payment".
     • Choose "Receive New Payment" and click Continue.
   • Via Sales Invoice
     • Open the specific sales invoice.
     • Click the three dots in the top right corner of the invoice.
     • Select "Receive Payment".
     • Choose "Receive New Payment" and click Continue.
2. The invoice amount will automatically populate in the receipt. The amount will automatically be allocated to the invoice create from.
3. Click Save to allocate the payment to the selected invoice.

Creating a Standalone Sales Receipt

1. Go to Financial > Sales Receipts.
2. Click "New".
3. Search for the customer or create a new customer if necessary.
4. Click "Receive New Payment".
5. Enter the payment method, amount, and reference (if applicable).
   • From here you can allocate the amount to any outstanding invoices by ticking the relevant invoice/s and entering the amount against each.
   
6. Click Save to create the receipt.

Receiving a Payment via Payment Terminal

1. Go to Financial > Sales Receipts.
2. Click "New".
3. Search for the customer or create a new customer if necessary.
4. Select "Receive New Payment (Terminal)".
5. Enter the payment method, amount, and reference (if needed).
6. Click "Send to terminal" to initiate the payment on the terminal.
7. Once the payment is completed, a receipt will be automatically created. You can then allocate the amount as needed.

Receiving a Payment via Sales Invoice

1. Go to Sales > Sales Invoices.
   • Via Invoice Grid
     • Select the invoice from the grid.
     • Click "Receive Payment".
     • Choose "Receive New Payment (Terminal)" and click Continue.
   • Via Sales Invoice
     • Open the desired sales invoice.
     • Click the three dots in the top right corner.
     • Select "Receive Payment".
     • Choose "Receive New Payment (Terminal)" and click Continue.
2. The invoice amount will automatically populate for the terminal payment. Modify the amount if necessary.
3. Click "Send to terminal" to process the payment on the terminal.
4. Upon completion, a receipt will be generated, and the amount will be allocated to the invoice.

Allocating Existing Sales Receipts

1. Go to Sales > Sales Receipts.
2. Open the relevant sales receipt.
3. Select the invoice(s) to allocate the payment amount.
4. Above the allocation grid, use the "Automatically Allocate" option to distribute the payment across all invoices if the receipt amount matches the total required.
   • If the receipt amount does not cover the total, the system will allocate the payment to the first invoice and then proceed to subsequent invoices.
   
5. Enter the amount to allocate.
6. Monitor the remaining balance available for allocation above the allocation grid.
7. Continue this process until the full amount of the receipt is allocated.
8. Click Save to finalize the allocation.