Cash receipts

Record money received into cash or bank, against a customer's invoices or as other income, and post or void receipts.

Cash Receipts lists every payment in: money against customers' invoices and other income. It is part of the cash book. A receipt can wait as a draft. It gets its receipt number when it is posted.

Who can do this

Owners, admins and members can create, edit and delete draft receipts.
Only owners and admins can post or void a receipt. Only they see Post receipt, Post and Void. A member sees: "You can save this as a draft. An owner or admin posts it: until then it has no number and counts as nothing received."
Viewers can only look. In the demo workspace nothing can be changed.

Steps

Record a receipt

Open Cash Receipts under Cash Book in the Finance menu.
Click New receipt.
Under What it is for, choose A customer's invoices or Other income.
For invoices: choose who it was Received from, then tick the invoices under Invoices paid and check each amount.
For other income: under Received from, choose a contact, or choose Not a contact and type a Name if you want. Choose the Income category and enter the Amount.
Choose the account it was Paid into, the Date received, the Method and any Reference and Notes.
Click Save draft. An owner or admin can click Post receipt to post it at once.

Income paid into an account in another currency has no draft. It is recorded as received and posted at once with Record receipt, at the rate shown, and only an owner or admin can do it. A member is told: "Income on an account in another currency is recorded as received, by an owner or admin."

While a draft receipt for invoices waits, it holds its part of each invoice, so nobody else can receive that part. A draft has no number and counts as nothing received until it is posted.

Post, edit, delete or void

From the row menu:

Edit, Post or Delete a draft. Posting gives it its number. After that it can no longer be edited, only voided.
Void a posted receipt. Confirm with Void receipt. For invoices, they will owe that amount again; for other income, it no longer counts as money received. It stays in the list as Void and keeps its number. This cannot be undone.

Use the Period list to see This month, This quarter, This year or All time.

Payments recorded on Payments in are posted at once and also show here.

Common problems

"That is more than is still owed on an invoice, counting what other receipts not yet posted already hold."
"The invoices on one receipt must all be one customer's, and must still exist."
"A receipt for an invoice in another currency is recorded with Record payment on Invoices."
"A receipt needs either invoices that add up to its amount, or an income category that still exists. Edit it and try again."
"This receipt has been posted or voided, so that can no longer be done."
"This date is in a closed period: the books are locked to …" See Accounting settings.