Customer Payment

Receipt No.

Unique transaction number. Enter # to auto-generate. Once saved, the number is permanent. Sequence numbering is by store.

Date

Payment posting date. Defaults to today.

Time

Transaction time.

Store

Store receiving the payment. Changing the store re-validates the customer — if the selected customer belongs to a different store, the customer field is cleared and the invoice table reloads.

Memo

Optional memo text for the payment.

Reference

Optional reference number (e.g. cheque number, wire transfer reference).

Customer

The customer making the payment (lookup). Selecting a customer triggers several actions:
• All open (unpaid) invoices are loaded into the Allocations tab.
• If the customer has defined reference fields (configured in the Customer Master), a dialog prompts for each reference value (e.g. "Purchase Order #"). Cancelling this dialog clears the customer selection.
• If the customer has Can Layaway? enabled and has one or more active Layaways, a prompt asks: "This customer has N active layaway(s). Is this a layaway payment?" Answering Yes switches the screen to Layaway Mode (see below). Answering No proceeds with normal invoice allocation.

Customer Unit

Optional customer unit for multi-unit customers (e.g. a franchise with multiple locations under one account). When set, only invoices for this unit are shown. If you select a unit before a customer, the customer is auto-filled from the unit's parent.

Payment

Total payment amount received from the customer. When you enter or change this amount:

Balance

Read-only. The customer's current outstanding accounts receivable balance across all open invoices.

Discount Account

GL account for posting early-payment discount amounts. Auto-populated from the store's customer terms account. If the store has no default set, the value you enter here becomes the store default on save.

Discount Amount

Read-only. Total of all discount amounts from the Allocations tab.

Status

Transaction status. Controls posting and visibility in lists.

Work Date

Work date for the transaction (may differ from posting date).

Shift

Shift assignment for labour or shift-based reporting.

Station

Workstation or terminal where the transaction was entered.

Employee

Employee who created or is responsible for the transaction.

Shows all open (unpaid) invoices for the selected customer, sorted by date (oldest first). Each row represents one invoice that can receive a partial or full payment allocation.

Invoice Table Columns

Note: Rows cannot be inserted or deleted. The table is automatically populated from the customer's open invoices. Credits (negative balances) are excluded.

Action Buttons

Oldest

Allocates the payment amount starting from the oldest invoices first, working forward until the amount is exhausted. Applies early-payment discounts where eligible. If the payment doesn't fully cover an invoice, only a partial payment is allocated and no discount is applied to that line.

Clear

Clears all Payment, Discount, and Pay? values back to zero across all rows.

Info

Opens the Invoice Info dialog for the currently selected invoice row. Shows detailed payment terms, the discount calculation breakdown, and allows adjusting the discount amount. Changes to the discount in this dialog are applied back to the table row.

Totals

Allocated — Read-only. Sum of all Payment column amounts plus all Discount column amounts. Represents the total amount applied against invoices.
Difference — Read-only. Payment amount minus Allocated total. Should be zero when the payment is fully allocated. A positive difference means there is unallocated payment (overpayment). A negative difference means the allocation exceeds the payment.

When the customer has active layaways and you confirm a layaway payment, the Allocations tab is replaced by the Layaways tab. This tab lists all active layaways for the customer with live balance and schedule data.

Layaway Table Columns

Note: Rows cannot be inserted or deleted. The table is automatically populated from the customer's active layaways.

Action Buttons

Pay All — Distributes the payment amount across all layaways, starting from the first row and allocating up to each layaway's balance until the payment is exhausted.
Clear All — Clears all Payment amounts and unchecks all Pay Due / Pay Total checkboxes.

Totals

Allocated — Sum of all Payment column amounts across all layaways.
Difference — Payment amount minus Allocated total. Should be zero when the payment is fully distributed.

What Happens on Save

When a layaway payment is saved, the system performs several automated actions for each layaway that received a payment:

• If this is the first payment on the layaway and the plan has a Setup Fee, a fee line item is added to the linked sales order and a journal entry is recorded.
• If interest is configured on the plan and is due for this payment cycle, an interest charge is calculated and recorded as a journal entry (type 6).
• The payment is recorded as a layaway_change journal entry (type 1).
• A GL entry debits the tender account and credits the plan's Deposit Account (not AR).
• If the payment brings the layaway balance to zero, the status is automatically updated to Paid in Full.

Enter one or more tenders (payment methods) that make up this receipt. The first tender you select auto-fills with the remaining payment amount.

Tender Table Columns

Add additional tenders on the next blank row (e.g. split payment between cash and cheque). Each new tender auto-fills with the remaining unallocated amount.

Stores named reference data for this payment. Reference fields are pre-populated from the customer's reference definitions (configured in the Customer Master). When a customer is selected and has defined references, a dialog prompts for each value.

Reference Table Columns

Common uses: cheque numbers, purchase order numbers, wire transfer references, contract IDs, or any customer-specific tracking data.

Save

Saves and posts the payment. After saving, prompts to print the receipt using the receipt_print.xml template. Validates:
• Discount lines must have full payment (Payment + Discount = Due).
• Sets the store's default customer terms account if not already configured.

Delete

Voids the payment. Reverses all GL postings and un-allocates all invoice payments, returning invoices to their previous unpaid state.

Copy

Duplicates the payment with a new number and today's date. Retains the customer, tender, and allocation structure.

Print

Reprints the receipt using receipt_print.xml.

Email

Emails the receipt to the customer.

File › Recurring

Creates a Recurring transaction from this payment for scheduled re-posting (e.g. monthly subscription payments).

1. Select the Customer. Enter any reference data when prompted.
2. If layaway prompt appears, choose Yes for a layaway payment, or No for a standard invoice payment.
3. Enter the Payment amount received.
4a. Standard Mode: On the Allocations tab, verify or adjust allocations. Use Oldest to allocate oldest-first, or check individual Pay? boxes.
4b. Layaway Mode: On the Layaways tab, check Pay Due or Pay Total for each layaway, or enter custom payment amounts. Use Pay All to auto-distribute.
5. Verify the Difference is zero (fully allocated).
6. On the Tenders tab, select the payment method (Cash, Card, E-Wallet, etc.).
7. Click Save to post. Print or email the receipt when prompted.