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Customers: Record money

Record a Pay later debt paid by bank transfer, with its method, bank reference and business day, or write a debt off with a reason. Both from the customer's Record money tab, with no POS and no drawer.

Who uses it:OwnerManagerWhere:Back office
On this page

A customer on Pay later often pays by bank transfer, not at the counter. Record that payment in the back office, on the customer's Record money tab: it pays their oldest invoices, gets a payment receipt number, and touches no cash drawer.

The same tab writes a debt off when you give up on it.

To take a payment at the counter instead, use the POS. See Knock off a debt.

Before you start

  • Pay later must be in your plan. Without it, the tab is not shown.
  • To record a payment you need the right to record Pay later payments. To write off, you need the right to write debts off. Each part of the tab is shown only to those who have its right; with neither, there is no tab.
  • The payment is recorded at the outlet you are working in, and numbered in its series. See All outlets, or the working outlet.

Open the tab

  1. In the menu, under MASTERS, click Customers, then Customers.
  2. Click the customer.
  3. Click the Record money tab.

The tab, part by part

Record money: the amount, then a payment by transfer on the left, a write-off on the right.
  1. Record money: the fifth tab.
  2. Amount: the money received, or the debt to write off. One box for both parts.
  3. A payment received by bank transfer: money the customer paid you outside the POS.
  4. Method: how the money came, such as your bank transfer or DuitNow method. Until one is chosen it says Method…. The list holds your payment methods except Pay later, deposits and vouchers.
  5. Bank reference: the transfer's reference, to find it on your bank statement. It shows on the customer's statement.
  6. Business day: the day the payment counts on. It starts on today; set it to the day the money arrived.
  7. Record the payment: records it. The big green SAVED says Recorded as and its payment receipt number, such as PR-HQ-2610-000003.
  8. Write a debt off: gives up a debt the customer will not pay.
  9. Reason (required): why it is written off. It is kept with the write-off and shows on the statement.
  10. Write off: writes the amount off, after a question.

Record a bank transfer

  1. In Amount, type what the customer paid, for example 120.00.
  2. Choose the Method.
  3. Type the Bank reference.
  4. Set the Business day to the day the money arrived.
  5. Click Record the payment.
  6. SAVED shows Recorded as PR-HQ-2610-000003. The figures at the top change.

How the payment is used:

  • It pays the customer's oldest invoice first, then the next one.
  • Money beyond what they owe is kept for them as held credit. It shows under Held and as Credit (money beyond a debt) in their deposits, and can pay a later bill.
  • No cash drawer is touched, and no shift counts it.

On the Statement & history tab, it is a Payment received line with its number, the method and the reference. See Statement & history.

Write a debt off

  1. In Amount, type the debt to give up. It cannot be more than the customer owes.
  2. In Reason (required), type why, for example Company closed down.
  3. Click Write off.
  4. The browser asks: Write off 120.00 of what Tan Mei Ling owes? The invoices' sales and SST stay as they were.
  5. Click OK. SAVED says Written off.

On the statement it is a Written off line, with its reason.

What if…