Updated on 7/3/2019
Accounts Receivable
Direct link to topic in this publication:

To place customer payments on record, we use the tool called Acceptance of payments. It allows you to view receivables from customers according to manually created expenditure invoices and sales records and to register payments under such documents in full or in part.

To avoid confusion when selecting a contractor (counterparty), specify a customer type in the expenditure invoice (Supplier is selected by default). Depending on this, a relevant account will be debited: Accounts payable to suppliers (for suppliers or customers), Current settlements with employees (for employees), and Guest deposits (for guests).

To keep track of receivables from your customers, go to Finances > Acceptance of payments and open the Acceptance of payments tool.

Use the For period, from and to fields to set up a period as of which you want to see a list of debts. By default, to is set to the current date and from is set to the same date of a previous month.

The system shows details of the following documents (posted only):

  • All expenditure invoices per all customers for the last month which were not fully paid.
  • All manual sales records.

Documents that have debts are given in black. To view fully paid documents, check Show paid, they will be displayed in green.

To locate a document with the earliest shipping date, click on the Date column header, such document will be the first on the list.

You can retrieve information about the documents of a specific customer (all contractors are given by default). For this, specify the customer in the Contractor field and click Update.

While in the Acceptance of Payments window, you can open a document to view and edit it. For this, click Show document in the shortcut menu.  

To view transactions under a fully or partially paid document, click Show payment transactions in the shortcut menu. In the account record that opens, transactions will be filtered out by the document number and transaction type.

For example, in the Acceptance of Payments window, you have selected a fully or partially paid Expenditure Invoice (where contractor - “Supplier” and debt repayment account - “Money, bank”) and clicked Show payment transactions in the shortcut menu. An account record will open up showing the PAYOD transaction: "Debt to Suppliers.”

Acceptance of Payment

To register payments under the documents, follow this:

  1. Go to Finances > Acceptance of payments.
  2. Check the documents you want to register payments under in the Pay column and click Accept payment. The Accept Payment window opens.
  3. Specify the date on which the payment must be posted in the transaction log (the Date is set to the current date by default).
  4. In the Account field, specify the account where the debt repayment amount will be credited ("Money, bank" by default). Only balance accounts specified in the chart of accounts ("Assets", "Liabilities”, and "Capital" groups) are available. This field remembers your last selection.
  5. In the CF Article field, specify the article which will flag the payment transaction ("Revenue" by default).
  6. Each document has a number and an outstanding amount displayed. In the case of partial payment, specify the amount of repayment.
  7. A unified printed form “Cash Receipt Order” can be generated for each contractor for the total payment or a "Cash Receipt Order" form for each payment (check Print consolidated Cash Receipt Order or Print Cash Receipt Order for each document).
  8. Press Pay.

  1. Each document has the following transactions registered in the payment amount: for an expenditure invoice ‒ a debit transaction of the specified account and a credit transaction of the contractor's account (PAYOD type), for a sales record – debit of the specified account and credit of the “Undistributed Revenue” account (PAYSALE). The transaction and the document numbers are the same.

  1. The Cash Flow Report shows a receipt (credit) under specified articles (in our example it is the Revenue article and the “Money, bank” account).

If you try to unpost the documents which already have payment transactions, an error message pops up. If you need, you can unpost a document with registered payments. For this, you have to cancel all the payments.

Payment Cancellation

If necessary, you may cancel the payment. For this, you have to delete the account transaction used to repay the debt (e.g. on the “Money, bank” account). One document may have more than one transaction (in the case when a partial payment is registered first, and than the payment is made in full). In this case, if you delete one of the transactions, there will be a debt in the document. Such documents are shown in black in the Acceptance of Payments window.

To cancel a payment under a fully paid document, follow this:

  1. Set the system to show paid documents in the Acceptance of Payments window. For this, check Show paid, and such documents will be highlighted in green.
  2. Select the document, under which you want to cancel the payment, and click Show payment transactions in the shortcut menu.
  3. In the appearing account record, select the transaction you want to delete (the transaction No. corresponds to the document No.) and then click Delete row in the shortcut menu. Once done, click Save.
  4. Proceed to the Acceptance of Payments window and click Update. This document now has a debt and is given in black.

Using Prepayment


Create a contractor named “Canteen” with the “Supplier” type and “Canteen” concept.

Create an account to receive prepayments made by customers, for instance, “Prepayments from customers” with the “Settlements with Suppliers” type and a CF article ‒ “Revenue from Expenditure Invoices.”

Set up a model operation of deposit to the “Prepayments from customers” account (e.g. “Deposit of customer prepayments”). Specify a chef account: “Money, cash”, corr. account: “Prepayments from customers.”

Depositing Prepayments

Suppose a contractor Canteen makes a prepayment in cash via a POS (in the subdivision Restaurant) in the amount of, let’s say, €100. Transfer this amount to a prepayment account. For this:

  1. In the Chart of Accounts, double-click on one of the “Money” accounts that will be debited. You will be taken to this account record that reflects all the movements (e.g. “Money, cash”).
  2. Click Actions and then Pay In. The Pay In window opens.
  3. If necessary, change the pay-in date (current date by default).
  4. In the Receipt Type field, set the source of money (value is selected from the list of deposit types defined in the system). In our case, it is “Prepayment deposit.”
  5. In the Corr. Account (account to be credited) and CF Article (cash flow article) fields, typical settings for this deposit type are automatically set (in the Receipt Type field). You can change these values, if necessary. In our case, it is “Prepayment deposit”, “Prepayments from customers” correspondent account, and “Revenue from Expenditure Invoices” CF article.
  6. In the Contractor field, select an employee (guest or supplier) who pays in (Canteen). In the Amount field, enter the amount received (€100).
  7. The Subdivision field shows the name of an outlet where this operation is registered (Restaurant).
  8. If necessary, enter additional information about this operation in the Comment field (e.g. “Canteen prepayment”).
  9. If a cash receipt order needs to be printed for this operation, place check the corresponding field. When saving this operation, a preview window with the created document will open, from which the document can be printed out or exported to MS Excel format.
  10. Click Save.

  1. A DA transaction is created where D ‒ Money, cash and C ‒ Prepayments from customers.

  1. In the Cash Flow Report, you can see receipts under the Revenue from Expenditure Invoices article.

Expenditure Invoice Transaction

Use an expenditure invoice to register the sale of products to the Canteen contractor. In our example, the parameters are as follows: buyer type ‒ Supplier, revenue account ‒ Sale via Expenditure Invoice, expense account ‒ Product Usage, concept ‒ Canteen. Specify a discount amount and a VAT rate. Save and post the document.

A REVEXPINV transaction is registered where D ‒ Debt to Suppliers and C ‒ Sale via Expenditure Invoice.

Prepayment Registration

Register a prepayment made by a customer under an expenditure invoice. For this:

  1. Go to Finances > Acceptance of payments.
  2. Check the document in the Pay column and click Accept payment.
  3. Specify the date on which the payment must be posted in the transaction log (the Date is set to the current date by default).
  4. In the Account field, specify the account where this amount will be credited as a debt repayment. In our case, it is “Prepayments from Customers.”

  1. Press Pay.
  2. A transaction will be registered for this document in the amount of payment (€33) where C is Debt to Suppliers and D is Prepayments from Customers. The transaction and the document numbers are the same. The balance of the Prepayments from Customers account is now €67 (€100 - €33).

Debt to Suppliers account

Prepayments from Customers account

  1. In the Profit and Loss Report, you can see the sales proceeds: under the Sales via Expenditure Invoices account (€33). Provided discounts: €2, product usage (by cost): €20.

Profit and Loss Report

Sale via Expenditure Invoice Account

Product Usage Account

Discounts Granted Account