Payment-In
Record money a school or trade party paid, choose which bills it settles, and hold whatever is left as an advance.
/accounts/receiptsPayment-In is the register of money received from schools and trade parties. Each payment is one receipt in the books of the firm it was paid to. A receipt pays the party's oldest bills first unless you say which, and anything it does not pay off stays on the party's account as an advance.
Record a payment
Start the receipt
Open Payment-In and select New payment-in. You can also start from another screen, and the form arrives partly filled in:
| Start from | Button | What is filled in |
|---|---|---|
| An invoice | Receive payment | The party, the firm, and the amount still owed on that invoice, set against that invoice |
| A party's page (Parties) | Receive payment | The party |
| A proforma invoice | Record advance | The party and the firm. The whole amount is held as an advance |
| Collections to confirm | Confirm | The school, and the amount, mode and reference the rep recorded |
Say who paid, and into whose books
Under Received from, choose Into the books of (the firm whose bills this pays), the Date received, and the Party: a school or a trade party.
Enter the payment
Under Payment, choose the Mode and enter the Amount received (₹). Add a Discount allowed (₹) if you are letting the party off part of a bill.
- For cash, UPI or a bank transfer, choose Into account: the bank or cash account the money went into.
- For a cheque or a demand draft, enter the Cheque no. (or DD no.), the Cheque date as written on it, and the bank it is Drawn on. It is held as a cheque in hand until you deposit it from Cheques.
Add a Reference (optional), such as the UTR or UPI reference, and a Narration (optional).
Choose which bills it pays
The What it pays card lists the bills the party still owes in this firm, oldest first, with each one's date, due date and amount owed. A party's opening balance shows as Opening balance.
- Leave Oldest bills first (automatic) ticked, and the Will take column shows how the payment will be split.
- Untick it to type your own amounts in the Pay column.
Check the summary and record it
The summary shows what the receipt Settles (the amount plus any discount), how much goes Against bills, and how much is Held as an advance. Select Record payment-in. The receipt opens with its number.
You can't set more against a bill than is owed on it, and you can't set more against bills than the receipt settles. The form stops you with "Only ₹… is owed on this." or "More is allocated than was received."
Modes
| Mode | Where the money lands |
|---|---|
| Cash | The bank or cash account you choose under Into account |
| UPI | The bank or cash account you choose under Into account |
| Bank transfer (NEFT/RTGS/IMPS) | The bank or cash account you choose under Into account |
| Cheque | Cheques in Hand, until the cheque is deposited and clears |
| Demand draft | Cheques in Hand, the same as a cheque |
A cheque or DD takes the amount off what the party owes on the day you record it. The balance comes back only if the cheque bounces. Cheques covers depositing, clearing and bounces.
Advances and credit on account
- Whatever a receipt does not set against a bill is held as an advance on the party's account in that firm. If the party owes nothing in that firm, the form says so and the whole amount is held.
- The form tells you when the party already has money on account from earlier receipts or credit notes.
- The next invoice raised for that party in that firm takes up credit on account by itself, oldest credit first. You do not need to reallocate anything.
- A payment recorded with Record advance on a proforma invoice is held as an advance and pays the invoice when the proforma is billed. See Proforma invoices.
Discount allowed
A discount settles part of a bill without being paid. It counts towards what the receipt settles and is booked to the Discount Allowed expense account, so it stays with the bill it settled. If a cheque that carried a discount bounces, the discount is undone too.
Money paid into the other firm's bank
A school sometimes pays one firm's bill into the other firm's bank account, for example one cheque for both firms' invoices. Into account (and Deposited into on a cheque) lists both firms' accounts, the other firm's under its name marked "(the other firm)".
Choose the account the money actually went into. The receipt stays in the books of the firm whose bill it pays, and both firms' books record the payment: the firm that holds the money owes it to the other. The receipt says "The other firm's account; the books between the firms follow it." To settle what one firm owes the other, record a transfer on Cash & Bank.
Change which bills a receipt paid
Open the receipt
Open it from the Payment-In list and select Reallocate.
Split it again
The Reallocate this receipt dialog lists the party's bills in that firm, including the ones this receipt already pays. Type the amount for each bill, or select Fill oldest first. Whatever you leave unset stays as an advance.
Save
Select Save allocation. The receipt's amount and its entry in the books stay as they were. Only the split between bills changes.
You can't reallocate a cancelled receipt, or a receipt whose cheque bounced, because neither paid anything.
Print or share a receipt
At the top of every receipt:
- PDF opens the receipt, headed "Payment Receipt", and Print prints it.
- Email sends the PDF as an attachment to the address you type. The address starts as the party's email from the register. Only the accounts desk can email.
- WhatsApp opens a WhatsApp message with a link to the PDF. It is addressed to the party's mobile number from the register, if there is one.
If the firm is set to email documents (Accounts → Setup → Firms), the receipt is also emailed to the party when you record it, as long as the party has an email address on the register.
Cancel a receipt
A receipt is never edited or deleted. If it was recorded wrongly, cancel it and record it again.
Open the receipt
Select Cancel receipt.
Give the reason
Type a Reason of at least three characters. An auditor reads it beside the cancelled receipt. Select Cancel receipt, or Keep it to back out.
After you cancel:
- The receipt keeps its number and shows CANCELLED with your reason.
- Its entry in the books is reversed, and the bills it paid are owed again.
- If it confirmed a rep's visit collection, the collection goes back to Collections to confirm, because the collection may still be real even though this receipt was wrong.
The reversal is posted on the receipt's own date if that period is still open. If the books are closed for that date, it is posted today.
A receipt whose cheque bounced can't be cancelled: the bounce has already reversed it, and there is nothing left to cancel.
A cancellation can't be undone. If you cancelled the wrong receipt, record the payment again as a new receipt.
The register
The list opens on the current month's standing receipts. The total at the top shows what was Received in the period.
- Change the period with the date pickers, or with This month, Last month or This year (the financial year).
- Switch between Standing, Cancelled and All receipts.
- Search by receipt number, party name or cheque number.
- The firm switcher at the top of the page shows one firm's receipts or both firms'.
| Column | What it shows |
|---|---|
| Date | The date the money was received |
| Receipt no. | The receipt's number, with a tag for its firm |
| Party | Who paid. "Rep's collection" marks one confirmed from a visit |
| Mode | How it was paid, with the cheque number for a cheque or DD |
| Amount | The amount received, and any discount allowed |
| Paid off / advance | How much went against bills, and how much is held as an advance |
| Status | ISSUED or CANCELLED, and for a cheque its state, such as IN HAND |
Good to know
- You can't date a receipt on or before the day a firm's books are closed after a GST filing. See Setup.
- The receipt page shows who recorded it, the account it went into, and each invoice it paid, linked to that invoice.
- The Accountant (read-only) can open, print and share receipts on WhatsApp, but sees no buttons that change them.
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