Recording a Received Payment

Received Payments let you record money coming in from customers — either linked to a specific invoice or as a standalone payment.

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Option 1: Record from an Invoice (Recommended)

The easiest way to record a payment is directly from the invoice. See Recording a Payment on an Invoice.

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Option 2: Record a Standalone Received Payment

Use this when a customer pays you in advance, or when you receive money not tied to a specific invoice at the time.

1. Go to Sales → Received Payments
2. Click New Payment
3. Fill in the details
4. Click Save

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Received Payment Fields

Field	Required	Description
Customer	Yes	The contact making the payment
Date	Yes	Date the payment was received
Amount	Yes	Total amount received. Supports decimals.
Account	Yes	The bank or cash account the money was deposited into
Payment Mode	No	Bank transfer, cash, cheque, card, etc.
Reference	No	Bank or transaction reference number
Invoice	No	Link this payment to a specific invoice (applies balance)
Notes	No	Internal notes

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Applying a Standalone Payment to an Invoice

If you recorded a standalone payment and later want to apply it to an invoice:

1. Open the received payment
2. Click Apply to Invoice
3. Select the invoice
4. Enter the amount to apply
5. Confirm

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What Happens in the Books

When a received payment is recorded:

1. Bank / Cash account is debited (money received)
2. Accounts Receivable is credited (if linked to an invoice — reduces what's owed)
3. If standalone (no invoice linked): credit goes to an intermediate account until applied

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Frequently Asked Questions

What if I received payment for multiple invoices in one bank transfer?
Record the total payment as a single received payment, then apply it across the multiple invoices individually.

Can I receive payment in a foreign currency?
Yes. Select the appropriate currency and enter the exchange rate. Exchange differences are posted automatically.

What account should I use for cash payments?
Use a Cash on Hand or Petty Cash account. For bank transfers, use your main current account. Set these up in your Chart of Accounts.

How do I verify these payments match my bank statement?
After recording payments, run a Bank Reconciliation to match every payment against your bank statement and confirm your books are accurate.