Receive a payment

When a customer pays you, record the payment against the invoices it covers. WbizManager takes the amount off each invoice's balance, posts it to your bank or cash account and creates a receipt for every invoice it pays. One payment can cover one invoice or several invoices for the same customer.

Steps

1. Open Sales › Receive Payment

   In the menu on the left, select Sales, then Receive Payment. The Settlements list opens. It shows every payment recorded so far. Select Receive Payment at the top right.

   You can also start from somewhere else, and the form fills in for you:

   • In Sales › Invoices, open the actions menu (⋮) on an invoice and select Receive Payment. Only that invoice is loaded.
   • In Sales › Customers, open the actions menu (⋮) on a customer and select Receive Payment. That customer's open invoices are loaded.

   

   1. Receive Payment in the Sales menu.
   2. Receive Payment starts a new payment.
2. Choose the customer and load their invoices

   In Customer Name, choose who paid you. You can type to search. Then select Apply. The customer's open invoices appear in the Invoices table, with the Date Created, Invoice Number, Currency, Total Amount and Amount Due of each.

   If you see No outstanding invoices found, the customer has nothing left to pay. Their invoices are either drafts, already paid, or still waiting for approval.

   To narrow a long list, use the two filters above the table:

   • Filter Invoices by Date: All Invoices, Today, This week (the last 7 days), This Month (the last 30 days), This Year (the last 365 days), or Custom with a Start date and End date.
   • Filter Invoices by Currency: All Currencies, or one currency. A payment can only cover invoices in the same currency.

   If nothing matches your filters, select Show all invoices to clear them.

   

   1. Customer Name.
   2. Apply loads the customer's open invoices.
3. Fill in the payment details

   Fill in the details of the money you received.

   • Payment Method: Cash, Cheque, BankTransfer or Custom. To add your own name for a method, select Add New. In the New Payment Mode window, select the add button, type the name in Enter payment method name and select the tick. Select SET AS DEFAULT next to a method to have it picked for you next time on this computer.
   • Payment Date: the day the money arrived. It starts on today.
   • Reference Number: optional, for example the bank transfer reference. You can search the payments list by it later.
   • Amount Received: the total the customer paid.

   

   1. Payment Method.
   2. Amount Received.
   3. Payment Date and Reference Number.
4. Share the payment across the invoices

   When you enter Amount Received, WbizManager fills in the Payment column for you. It pays the oldest invoice first, then the next oldest, until the money runs out.

   To share it another way, type the amount for each invoice straight into its Payment column. Amount Received then changes to the total of the lines.

   • A Payment smaller than the Amount Due is a part payment. The invoice stays open for the rest, and you can record another payment against it later.
   • To leave an invoice out of this payment, select the remove button at the end of its row.
   • Rate is the exchange rate for this payment. It starts on the invoice's own rate. If the box is empty, which happens on naira invoices, type 1. If you change it for an invoice in another currency, FX Gain/Loss shows the gain or loss the difference makes. With more than one invoice, Apply rate to all rows sets the same rate on every row.

   

   1. Payment: how much goes to each invoice. It fills in oldest first.
   2. Rate: enter 1 for an invoice in your own currency.
5. Choose the account the money went into

   In Payment Account, choose the bank or cash account the money was paid into. You can type to search. It's required.

   In Customer Notes, add a note if you need one. It's shown on the invoice.

   

   1. Payment Account.
   2. Total received.
   3. Email receipt to customer.
   4. Save.
6. Email the receipt and attach documents (optional)

   Tick Email receipt to customer to email the receipt as soon as the payment is saved. It goes to the customer's email address. A customer with no email address gets nothing. The box starts the way your receipt settings say.

   To keep a proof of payment with the record, select Add attachment. In the Attach Document window, enter a Title, add the files under Attach Documents (CSV, PDF, PNG etc), then select Save.

7. Save

   Select Save. You'll see Settlement created successfully!, followed by whether the receipt will be emailed, and you're taken back to the Settlements list.

   Each invoice you paid now shows the new balance. Fully paid invoices show PAID in the list, and part-paid invoices show what is still due. A receipt is created for each invoice. See view receipts.

   ⇄ See expected postings

   

   1. The confirmation message.

Find and check a payment

The Settlements list has two tabs: Settlements for payments in force, and Reversed for payments that were undone.

• Type in Search by reference... to find a payment by its reference number.
• Select Filters to show one Customer, or payments between a From Date and a To Date. Select Apply Filters, or Clear Filters to start again.
• Select Export and choose Export as CSV or Export as XLSX to download the list.
• Select View on a row to see the payment as it was recorded. You can't change a saved payment. To correct one, reverse it and record it again.

Reverse a payment

Reverse a payment that was recorded by mistake, for example against the wrong invoice or at the wrong exchange rate.

1. In the Settlements tab, select Reverse on the payment's row.
2. In the Reverse this settlement? window, type a Reason (Optional), for example Settled at the wrong exchange rate.
3. Select Reverse.

You'll see Settlement reversed successfully. The invoice can now be settled again. The original ledger entries stay, and a reversing entry is posted against them. The amount goes back onto the invoice, and the payment moves to the Reversed tab. The receipt stays as a record.

You see Reverse only if your role can change payments. If your company needs payments to be approved, the reversal is sent for approval first.

Record many payments from a file

If your role allows it, Bulk Upload appears at the top of the Settlements list. Use it to record a batch of customer payments from a spreadsheet.

1. Select Bulk Upload, then Download template. Fill in one row per payment applied to one invoice.
2. Choose the filled file and select Check file. Each row shows Ready, Needs correcting or Already posted.
3. Select Post all when every row is ready, or Post valid rows only to post the good rows now and fix the rest later.

Uploading the same file again never posts a row twice.

If something goes wrong

Message	What to do
No outstanding invoices found for this customer	The customer has no sent invoice with a balance due. Check the invoice was sent, not saved as a draft.
This customer has invoices in different currencies. You can only settle invoices in the same currency.	Use Filter Invoices by Currency to show one currency, then record a separate payment for each currency.
Amount cannot exceed total amount due	Enter no more than the total of the Amount Due column.
Please select a payment account	Choose the bank or cash account in Payment Account.
Please enter a valid amount received	Enter an amount greater than zero in Amount Received.
Please apply payment to at least one invoice	Enter an amount in the Payment column of at least one invoice.
Please enter a valid exchange rate for invoice …	Enter a Rate greater than zero on that invoice's row. For an invoice in naira, enter 1.
Received amount (…) exceeds invoice balance (…).	Someone else recorded a payment on this invoice meanwhile. Go back, select Apply again and enter the new balance.
A settlement for this record is already awaiting approval.	Wait for the approver to decide on the earlier payment before recording another.
This settlement has already been reversed.	Nothing to do. The payment is already in the Reversed tab.