Customer Payment

A Customer Payment is an official document used to record and allocate payments received from customers against outstanding invoices or as advance payments. It ensures that the customer's outstanding balance is accurately reduced and that the company's financial records reflect the received funds.To create a customer payment, navigate to Sales > Click "Payments" Tab > Click "New Customer Payment".

From Customer
A customer is required to record a payment. User can select a customer from the existing list. User will see your most recent customers as well as your most transacted customers (maximum 10 customers displayed). User can search to narrow down results. If the customer doesn't exist in the list, user can add a new customer by clicking the + button next to the customer drop down. This opens a popup where user can enter the necessary details and create the customer, who will then be ready to record a payment.

Customer Branch
In the ERP system, a single customer can have multiple Customer Branches. A Customer Branch represents a specific location, office, or division of the same customer. This allows businesses to manage transactions separately for each branch under one main customer account.

Into Bank Account
The Into Bank Account field specifies the bank or cash account where the customer's payment will be deposited. User can choose the appropriate account from the drop down list.

Payment Type
Use this field to set the mode of payment, such as "Cash," "Cheque," or "Savings Account." This helps categorize how the funds were received for better bank reconciliation.

Date of Deposit
The Date of Deposit represents the official date the payment was received or deposited into your bank account.

Transaction Reference
In the ERP system, the Reference field is used to uniquely identify each transaction, such as a Sales Order, Delivery, or Customer Payment. This is our unique reference for every transaction. The system allows user to customize the reference number format as per your business requirement. User can define and modify the serial pattern in: Setup -> Transaction Reference. The reference value can also be edited and changed without affecting the format, giving user flexibility while maintaining consistency in your numbering pattern.

Payment Amount
Enter the total amount received from the customer in this field. Once the amount is entered, user can click the Go button to refresh the allocation table below, which helps in distributing the amount against outstanding invoices.


Bank Charge
If the bank has deducted a fee or commission for the transaction, user can enter that amount here. This ensures that the bank account balance and the customer's credit are adjusted accurately.

Branches & Departments
In an ERP system, Branches and Departments help organize business operations and improve tracking across the company. Using branches and departments ensures better control, structured management, and accurate reporting across different locations and business functions.
  • Branches: A branch represents a separate business location or unit of the same company. User can enable it from, Setup -> Preference -> Use Branches Only.
  • Departments: A department refers to an internal division of the organization responsible for a specific function, such as Sales or Accounts. User can enable it from Setup -> Preference -> Use Branches and Departments.

Payment Allocation Table
The system provides a detailed table to allocate received payments against specific outstanding transactions. For each line in the allocation table, the list of available transactions is displayed according to the selection in Setup -> Preference -> Payout Method FIFO?LIFO. Based on this configuration, the system will prioritize the list using either FIFO (First-In-First-Out) or LIFO (Last-In-First-Out) logic to help the user manage debt settlement efficiently.
  • Transaction Type: Displays the type of document being paid, such as a Sales Invoice or a Bank Payment.
  • Reference & Date: Shows the unique ID and the date of the original invoice for easy identification.
  • Left to Allocate: This field shows the remaining unpaid balance for that specific transaction.
  • This Allocation: Enter the amount user wants to apply to the respective invoice. User can click the All button to automatically fill the full remaining balance, or the None button to clear the allocation for that line.

Total Details
Below the allocation table, user will find the payment totals section.
  • Amount Allocated: The sum of all amounts applied to the invoices in the table above.
  • Discount Amount: Enter a value to reduce the total amount. Invalid entries default to 0 and ignored.
  • Round Off:Enter a value to increase the total amount for rounded value received from customers. Invalid entries default to 0 and ignored.
  • Total Payment: Displays the final total amount being processed in the transaction. Always make sure the payment total amount is entered correctly, even at the decimal level. This is useful for matching the payment reconciliation.

Memo
Users can add comments or internal notes to the payment for future reference or customer communication. Please also add a bank payment reference here, if you have one, to ensure better maintenance of your records.

Attachments
User can attach documents or images related to the transaction, such as deposit slips or payment screenshots.
To add attachments:
  • Click the attachment icon or browse option in the form.
  • Select the files user want to upload from your computer.
  • The attached files will be saved with the payment for future reference.

Allocation Form
The Allocation Form is a tool used for manual debt management and accurate record-keeping. It allows the user to strategically choose which specific invoices to clear first, such as prioritizing high-priority bills or the oldest outstanding debts. If a customer provides a single large payment intended for multiple transactions, this form enables the user to accurately split and apply that amount across all relevant invoices. Additionally, it provides the flexibility to refine balances by adjusting allocations if a payment was originally applied to the incorrect invoice.
Allocation Form Fields
  • Transaction Table: Displays all outstanding Sales Invoices and Bank Payments for the selected customer.
  • Other Allocations: Shows if any part of the invoice has already been paid by other payment entries to prevent over payment.
  • Left to Allocate: Displays the specific remaining balance for each individual invoice.
  • All/None Buttons: Quick actions to either fully pay an invoice with the available funds or clear the current entry for that line.

Custom Fields
Custom fields allow users to create their own form inputs based on what they need. User can create custom inputs such as text box, dropdown, radio button, check box, date, and amount box.
To enable this feature:
  • Go to Setup -> Preferences -> Show Add Custom Field on Forms.
  • After enabling, the Add Fields option will appear in the form header and footer.
  • User can delete custom fields whenever they want from the Setup -> Custom Fields page.

General Ledger (GL)
The General Ledger (GL) acts as the central record-keeping system for your company’s financial data. For a Customer Payment, the following accounts are typically maintained:
  • Bank/Cash Account: This account is Debited to show an increase in company assets as funds are received.
  • Receivables Account: This account is Credited to reflect the reduction in the total amount the customer owes to your company.

Draft Option
User can save a payment as a draft before finalizing it. This is useful when user needs to verify details before affecting the ledger.
To use the draft option:
  • Click Draft while creating the payment.
  • The payment will be saved without creating financial entries.
  • Draft payments can be found in the payment list with a "Draft" status.
  • When ready, open the draft and click Add Payment to finalize it.

Customer Payments Report

The Customer Payments Report page provides an organized view of all payments received from customers. User can generate these reports to analyze revenue or print them as professional records in PDF or Excel formats.

How to Access

To access this section, user should go to Reports > Sales > Receipts. This allows user to filter and review payment data over specific date range.

Customizing Invoice Templates

You can create new PDF templates or modify existing ones by navigating to the Reports Module -> Click "Editor" page can see on top right corner page. 

  • Modify Existing Templates: The user can modify any existing template to change colors, fonts, or layouts as they want.
  • Create Own Templates: The user can also create a customized template for every type of transaction. This ensures that the branding and details match the business requirements perfectly.
Report Filters

User can customize the report by using the filter panel on the right:

  • Template: Select the desired visual format, such as "Common Receipt".
  • Date: Define a specific date range to see payments recorded during that period.
  • Currency Filter: Filter the report by specific currencies, such as Indian Rupee (INR).
  • Email Customers: Choose whether to automatically trigger an email to the customer upon report generation.
  • Comments: Add personalized notes or messages to the printed report.
  • Customer: Filter the report for a specific customer or select "All Customers".
  • Orientation: Select Portrait or Landscape for the final printout.
Printing the Report

Once the filters and template are finalized, user can click the blue Print button at the top of the filter panel to generate the document.

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