Payments Received
For: Anyone recording money a customer paid you, then matching it to invoices or to what they already owed on opening balance
A Payment Received is money in — against open invoices, as an advance, or against remaining customer opening balance on the same form. Save makes it Pending. An Accountant Approves it before the ledger, the deposit account, and invoice / opening-balance remaining amounts move.
What this module does
1. Creating a payment received
Pick Division, then Branch, then Warehouse — those three can pre-fill from Settings → Organization defaults. Then customer, amount, and where the money landed.
Payment Number: Auto-generated unless you turn that off under Payment Received Configuration on the form (prefix and next number, default PMT). Locked after save.
Customer and Payment Date: Who paid, and when. After save you cannot change the customer.
Deposit To: Required. A chart-of-accounts account in Cash, Bank, Payment Clearing, or Credit Card — not the Banks master picker, and not a primary-bank check.
Payment Mode: Petty Cash, Cheque, Bank Transfer, or UPI. Cheque also requires a Received Date, and optional Cheque No.
Received Amount: Must be greater than zero.
Currency and exchange rate: Follows the invoices or opening-balance line you apply, or the customer on an advance. If it differs from the company base (Settings → Currencies), an Exchange Rate field appears. You cannot mix currencies on one receipt.
Tax deducted / TDS: Optional. If you mark Yes, TDS (Income Tax), you also pick a TDS Tax Account.
Save: There is no Save & Approve. Save always creates Pending. Balances do not move yet.
Note: Unlike an Invoice, a payment does not post to the ledger when you save. Posting waits for Approve.
2. Against invoices, advance, and unused amount
You either allocate this receipt now, or hold it as unused money to apply later.
Against invoices: The picker lists that customer's Sent, Partially Paid, and Overdue invoices with a remaining balance, plus any (Customer opening balance) receivable line. You enter how much of this receipt to put on each line. The total applied cannot exceed Received Amount.
Advanced Payment: Tick this and skip invoice lines. The full amount becomes Unused Amount after Approve.
Unused Amount: Received Amount minus what you allocated. After Approve you can Apply to Invoice, Auto Pay Invoices, or Refund.
| You start from | When | What this payment does |
|---|---|---|
| Invoice | Sent, Partially Paid, or Overdue, with a balance greater than zero, same customer and branch | You pick the invoice on Add Payment Received and enter how much of this receipt to apply. Approving the payment moves the invoice to Partially Paid or Paid |
| Customer opening balance | That customer still has remaining opening receivable on this branch | The allocation table includes a line labelled (Customer opening balance). Enter how much of this receipt to put on it, same as an invoice line. Approve reduces that remaining amount |
| Scratch / advance | Advanced Payment is ticked, or you receive more than you allocate | The leftover sits as Unused Amount. After Approve you can Apply to Invoice, Auto Pay Invoices, or Refund it |
3. Paying against a customer opening balance
Remaining opening balance that this customer still owes on the selected branch appears on the same allocation table as invoices. It is not a separate payment type.
(Customer opening balance) line: After you pick the customer, this line shows if that branch still has opening receivable left. Enter amount applied on it the same way you do for an invoice.
What Approve does: Remaining opening balance on that branch goes down by the amount applied. Current Balance moves with it. The payment stays one Payment Received — there is no extra document.
Unused leftover: If Received Amount is more than the opening-balance line plus invoices, the rest is Unused Amount. After Approve, Apply to Invoice / Auto Pay can put that leftover on more invoices or remaining opening balance.
Unapply: On an advance, you can remove the opening-balance line. Unused Amount comes back. Do that before cancel or delete if the line was applied.
4. Viewing, searching, and exporting
The list filters by status, including payments that still have unused money to apply.
Status tabs: Pending, Approved, Rejected, Cancelled. A pending-mapping filter shows Approved payments that still have Unused Amount.
Detail: Deposit To, invoices applied, opening-balance lines, unused amount, cheque status when the mode is Cheque, and history.
5. Editing a payment
You can only edit Pending. Approved, Rejected, and Cancelled cannot be edited. Customer and location stay locked even on Pending — change amounts and allocations, not who paid.
6. Changing status — including cheque steps
There is no Draft. Mark Payment As on Pending is for an Accountant with Edit.
| From | You can move to |
|---|---|
| Pending | Approved (or cheque steps first), Rejected |
| Approved, Rejected | Cancelled |
| Cancelled | Nothing. Cancelled is a dead end |
If Payment Mode is Cheque, Approve is three clicks. The payment stays Pending until the last one.
| Cheque status now | What Approve does |
|---|---|
| Cheque Pending | Receive Cheque Approval → Received. Payment stays Pending |
| Cheque Received | Deposit Cheque → Deposited. Payment stays Pending |
| Cheque Deposited | Approve → cheque Cleared and payment Approved. Balances and ledger move here |
Note: On Approve the deposit account is debited for the full receipt. Applied amount credits Accounts Receivable (invoices and positive opening balance). Unused amount credits Unearned Revenue until you apply or refund it.
7. After Approve — apply unused, auto pay, refund
These run on an Approved payment that still has Unused Amount. They do not create another payment.
| To | When | Where | What happens |
|---|---|---|---|
| Invoice / opening receivable | Approved and Unused Amount is greater than zero | Apply to Invoice on the list or detail, or Auto Pay Invoices on the list | Uses unused money against open invoices or remaining positive opening balance. Does not create a second payment |
| Refund | Approved and Unused Amount is greater than zero | Refund on the list or detail | Returns unused money. Unused Amount goes down |
Remove / unapply: On an advance, you can remove an invoice or an opening-balance line. Unused Amount comes back. Do this before cancel or delete if anything was applied.
8. Cancelling and deleting
Cancel leaves the record as Cancelled. Delete removes it.
Cancel: Offered on Approved or Rejected to an Accountant. Blocked if this payment (as an advance) still has invoices or opening-balance lines applied — unapply first. If it was Approved, invoice remaining amounts, OB remaining, branch current balance, and journals reverse.
Delete: Pending or Approved, with the same applied-advance block. Same reversals as cancel if it had been Approved, then the record is gone.
Business rules
| Topic | Rule |
|---|---|
| Ledger posts on Approve, not on Save | Save creates a Pending payment. Nothing hits the bank/cash account, Accounts Receivable, or Unearned Revenue until an Accountant Approves. Cancel or delete of an Approved payment reverses those journals |
| Subscription gate | Only creating a payment is limited by your plan. Editing, approve, apply, refund, and deleting are not separately gated |
| No primary bank requirement | Unlike Quote, Sales Order, Delivery Challan, and Invoice, you do not need a primary bank to create a payment. You must pick a Deposit To account (Cash, Bank, Payment Clearing, or Credit Card on the chart of accounts) |
| Payment number | Auto-generated with a PMT prefix unless you turn that off under Payment Received Configuration on the form. Split payments use SPAY. Locked after save |
| Division, Branch, Warehouse, Customer, Deposit To | All required to create. Customer and location stay locked after save. You can only edit a Pending payment |
| Currency | Taken from the invoices or opening-balance line you apply to, or from the customer on an advance. Cross-currency receipts are blocked. An exchange-rate field appears when the document currency differs from the company base. Ledger posting on Approve runs when the payment is in base currency |
| Payment modes | Petty Cash, Cheque, Bank Transfer, or UPI. Cheque is the only mode with extra dates and a three-step approve path before the payment itself becomes Approved |
| Approve and Reject are Accountant-only | Mark Payment As on a Pending payment is offered to an Accountant with Edit. Rejected payments can still be Cancelled. There is no Draft status |
| Unused Amount | Received Amount minus what you allocated on this payment. After Approve you can Apply to Invoice (including remaining opening balance) or Refund. It is not the Unused Credit figure on the customer list |
| Advance already applied cannot cancel or delete | Unapply the invoice or opening-balance line first (Remove on an advance payment). Then cancel or delete is allowed |
| Attachments | Up to 3 files, 5 MB each |