Receive Payments & Customer Statements Guide

How to record customer payments, allocate invoices, use credits and discounts, and produce customer statements for collection follow-up.

Sales & Customers Accounts Receivable End-User Guide

Overview

Receive Payments is used to record what the customer has paid. Customer Statement is used to review what the customer still owes and to communicate the balance clearly.

Screen Tab Path Main Purpose
Receive Payments Customers > Receive Payments Record receipts, allocate invoices, and apply available credits or discounts.
Customer Statement Customers > Customer Statement Review balance, aging, open transactions, and statement output for one or more customers.

Receive Payments

Tab Path: Customers > Receive Payments
  1. Select the customer and review the date, reference, description, and amount.
  2. Choose whether the payment should go to Undeposited Funds or directly to a selected deposit account.
  3. Review the list of unpaid invoices shown for that customer.
  4. Allocate the payment to one or more invoices, or use the fill tools if your process allows automatic allocation.
  5. Review unused credits and apply them where needed.
  6. Use discounts only when the customer is entitled to them according to your policy.
  7. Save and print when a payment receipt is needed.
Good practice: Save customer payments as soon as they are confirmed, even if the banking deposit will happen later. This keeps customer balances current.

Important Controls

Control How It Works
Allocate Amount Lets you decide how much of the payment goes to each invoice.
Set Credits Applies available customer credits against the invoices shown.
Set Discounts Applies settlement or approved discounts when allowed.
Unused Credits Shows credits still available for the customer.
Split Payments Use when the customer pays using more than one method or amount split.
Print Note Use when the printed payment output should also include the note.

Customer Statements

Tab Path: Customers > Customer Statement

The Customer Statement screen can work with one customer, multiple selected customers, or all customers, depending on how your collection process is run.

  1. Choose whether the statement should be for one customer, multiple customers, or all customers.
  2. Select the statement period and statement date.
  3. Choose whether to include open transactions only, zero balances, inactive customers, or unposted checks according to your review purpose.
  4. Select the preferred view, then review the statement details.
  5. Print, PDF, or email the statement according to your customer follow-up process.

Statement Views

  • Standard View: general customer statement review.
  • Pro View: extended view for deeper operational review where used by your company.
  • Detailed: shows more transaction-level information.
  • Month-Wise Aging: groups balances by aging month.
  • PDC View: used when post-dated check review is part of the collection process.
  • Customer Currency / Base Currency: controls whether the statement is reviewed in the customer currency or base currency.
Tip: Use open-transactions view for collection follow-up, and broader statement views for account review meetings or monthly balance confirmation.

Best Practice

  • Apply payments promptly so statements remain reliable.
  • Use references clearly so customer remittances are easy to trace.
  • Review unused credits before chasing customers for balances.
  • Use detailed statements when a customer asks for transaction-level explanation.
  • Keep banking deposit steps separate from customer payment entry when your process uses Undeposited Funds.