How to Use/ Receipt Payments Feature in Profitz

Description

The Receipt Payments function in Profitz allows you to record payments received from customers and allocate them against outstanding invoices or claims. This ensures accurate accounts receivable balances, supports efficient cash application, and maintains clean debtor ledgers.

Step-by-Step Instructions

1. Start a New Receipt Batch

Menu Path: Debtors › Receipt Payments

When you open the Receipt Payments app, you’ll be prompted to enter the batch header details.

Field	Description
Date	The date the payment was received
Period	The financial period for the receipt. Must match the selected date. Example: 05.26 for August 2025
Batch Number	Auto-generated and not editable. The batch will resume if not completed
Bank Account	Select the bank account the payment was received into

If you exit before completing the allocation, the batch will remain open and resume the next time you access the app.

Click Next to proceed to the Receipt Allocation screen.

 2. Allocate a Full Payment

In the Receipt Allocation screen:

Field	Description
Account Code	Select the customer account receiving the payment
Posting Date	Date the allocation will be posted
Ref 1	Mandatory reference for the receipt (e.g., bank reference or remittance ID)
Ref 2	Optional secondary reference
Amount Received	Total amount received from the customer
Amount Allocated	Total value of transactions selected for allocation

Steps:

1. Enter the Account Code, Ref 1, and Amount Received
2. Click View to load the customer’s outstanding invoices and claims
3. Tick the checkboxes next to the transactions to allocate the paymen
4. Ensure the Amount Allocated equals the Amount Received
5. Click Post to complete the allocation
6. Confirm the allocation amount when prompted

⚠️ The Amount Allocated must equal the Amount Received.

3. Allocate a Partial Payment

If the customer pays only part of an invoice:

1. Load the customer’s outstanding transactions using View
2. In the Amount to Be Paid column, enter the partial amount received
3. The system will subtract this from the Outstanding Amount
4. Click Post to complete the allocation
5. Confirm the allocation amount when prompted

The remaining balance will stay open and appear in future allocations.

 Best Practices

• Always ensure the Period matches the Date to avoid GL posting errors
• Use clear and consistent Ref 1 values for audit and reconciliation
• Allocate full payments where possible to reduce open items
• Use the View button to confirm outstanding balances before allocating
• Use Batch Numbers to track and reconcile grouped receipt entries

Limitations

• You cannot post a receipt if the Amount Allocated is less than the Amount Received
• Only posted invoices and claims will appear in the allocation grid
• Unfinished batches will remain open until completed or deleted

 FAQ

What happens if I don’t finish a receipt batch? The batch will remain open and resume the next time you access the Receipt Payments app.

Can I allocate a payment across multiple invoices? Yes. You can select multiple transactions for allocation if the total matches the amount received.

Can I allocate a payment to a claim instead of an invoice? Yes. Both DR Invoices and DR Claims can be allocated in the same screen.

What if the customer overpays? The system will not allow you to post if the Amount Received exceeds the Amount Allocated. You must either allocate the full amount or adjust the received value.

 Related articles:

• [Debtor Transactions and Enquiry in Profitz]
• [How to Submit a Payment Claim – Claim Entry]
• [GL Enquiry in Profitz]