Record and allocate a receipt

Record a receipt from the customer’s or resident’s statement. Posting requires the Accountant or Admin role.

Before you begin

Confirm the company, payer, payment amount, payment date, and receiving bank account. The payer must have posted open charges: the receipt must be fully applied to those charges.

Enter the payment

1. Open Accounts Receivable → AR Aging, select the resident or customer name, and choose New receipt on the statement.
2. Enter Amount and Date. The date picker does not allow a future date.
3. Select Method: EFT, Cheque, Cash, Pre-auth, e-Transfer, or Other.
4. Select the Bank deposit account. Enter the payment Reference, such as a cheque number or transfer reference, and an optional Description.

Apply the amount to charges

Entering an amount allocates it to charges oldest first. In Apply to charges, review each row’s Due, Reference, Fund, Open, and Apply values.

Adjust Apply where necessary. Each allocation must stay within the charge’s open amount, and the fund comes from the charge. Re-allocate (oldest first) discards your manual allocation choices and starts again.

The footer must show zero unallocated. Review the journal preview and confirm it is balanced, then choose Post receipt. Wait for the statement to reopen and check the payment and remaining charges.

If posting is unavailable

Condition	Next step
No open charges	Use Post an invoice first if a charge is genuinely missing, then complete its sign-off before receiving against it.
Unallocated amount remains	Review the amount and allocations. On-account payments and prepayments are not supported by this receipt flow.
Allocation exceeds a charge	Reduce that row’s Apply amount and review the other open charges.
Role does not permit posting	Ask an Accountant or Admin to review and post.
Save or posting error	Read the returned message and check the statement before retrying, to avoid recording the payment twice.

Next: reconcile the bank account.