Receipt Vouchers

Overview

A receipt voucher records money that a customer pays for one or more invoices. It names the account that receives the money (the cash or bank account), the amount received, and the part of the amount that pays each invoice. Every invoice that receives a payment changes its status to Partially Paid or Paid.

The amount received can be larger than the payments: the rest stays on the voucher as an unapplied amount, a credit of the customer. The credit can pay a later invoice of the same voucher, or it can be paid back to the customer with a refund voucher.

The customer balance therefore falls by the full amount received. Receipt vouchers have their own number sequence.

How to open the screen

1. In the left navigation, click Sales.
2. Click the Payments & Refunds tab, the third tab of the Sales page. It lists the receipt vouchers, the credit notes, and the refund vouchers.
3. Click New Receipt Voucher, or open a voucher with a double click.

A receipt voucher also opens from an invoice with Receive Payment; the Invoices and Receipts guide shows that way.

The Payments & Refunds list

The Payments & Refunds list shows the three money documents of the customers, from the newest to the oldest date, with up to one hundred documents per page.

1. 1Payments & Refunds tab.
2. 2New Receipt Voucher.
3. 3New Credit Note.
4. 4New Refund Voucher.
5. 5Document Type. Receipt Vouchers, Credit Notes, or Refund Vouchers.
6. 6Search .... Finds a document by its number or its reference. Press Enter.
7. 7Customer. Keeps the documents of one customer.
8. 8Search.
9. 9Clear. Removes every filter.
10. 10No.
11. 11Type.
12. 12Date.
13. 13Reference.
14. 14Contact. The customer.
15. 15Balance. The amount not used yet: the unapplied amount of a receipt voucher, or the remaining credit of a credit note. Empty when everything is used.
16. 16Amount.
17. 17The row actions button: Edit, Print Preview, Download PDF Format, Send, Delete.
18. 18The paging toolbar.

1. 1Document Type.
2. 2The three document types.

1. 1Edit.
2. 2Print Preview.
3. 3Download PDF Format.
4. 4Send.
5. 5Delete.

Recording a payment

1. Click New Receipt Voucher.
2. Select the Customer. The unpaid invoices of the customer are loaded into the Items tab, each with its amount due.
3. In the Payment column, type the part of the money that pays each invoice. The arrow of a row copies its amount due into Payment; the copy icon in the header copies every amount due.
4. Type the money received in Amount. It must be at least the total of the payments.
5. Select the Deposit To account and the Payment Method, and type a Ref such as the check number.
6. Click Save.

1. 1Save.
2. 2Save & Close.
3. 3Load Unpaid Invoices. Loads the unpaid invoices of the customer again, for example into a saved voucher.
4. 4Template.
5. 5Print Preview, with Download PDF Format and Download Microsoft Word Format in its menu.
6. 6Send. Available after the save.
7. 7Delete. Available after the save.
8. 8Payment No. 0 means the next number.
9. 9Ref.
10. 10Date.
11. 11Customer. Required.
12. 12Deposit To. Required.
13. 13Payment Method.
14. 14Amount. The money received. Required.
15. 15Description. The invoice. A click opens it.
16. 16Invoice Date.
17. 17Due Date.
18. 18Invoice Amount.
19. 19Amount Due.
20. 20The copy icon fills every payment with the amount due. The arrow of a row fills one payment.
21. 21Payment. The part of the money that pays the invoice.
22. 22The totals: Total Payment, Amount To Apply (the amount received), and Amount To Credit (the unapplied amount).

The fields

Field	Required	Purpose and rules
Payment No	Required	Keep 0 for the next number of the receipt voucher sequence. A typed number must not be used by another voucher.
Ref	Optional	A free reference, for example the number of the check. Up to 100 characters.
Date	Required	The date on which the money was received. It starts with today.
Customer	Required	An active customer. A change of the customer reloads the unpaid invoices.
Deposit To	Required	The account that receives the money: an Assets, Liabilities, or Equity account that is not a system account, for example the checking account or the cash register.
Payment Method	Optional	For example Cash, Check, Credit Card, or Bank Deposit. The list is defined in Settings, Payment Methods.
Amount	Required	The money received. It cannot be lower than the total of the payments. The difference is the unapplied amount.
Payment	Optional	Per invoice, the part of the money that pays it. It cannot be larger than the amount due of the invoice. An invoice line with 0 is not saved.

1. 1The message from the server. The payments cannot be more than the amount received.

Example

The example records a check of 385.25 from Harbor View Catering. 300.00 pays a part of invoice 14, and 85.25 stays as a credit of the customer.

1. Click New Receipt Voucher and select Harbor View Catering.
2. Type 300 in the Payment cell of invoice 14.
3. Select the Deposit To account Checking Account, the payment method Check, and type Check 4471 in Ref.
4. Type 385.25 in Amount. The totals show 300.00 applied and 85.25 to credit.
5. Click Save. The voucher receives its number, and invoice 14 now shows a smaller amount due.

1. 1The customer.
2. 2The account that receives the money.
3. 3Payment Method.
4. 4Amount: the money received.
5. 5The part paid on invoice 14.
6. 6Total Payment 300.00, Amount To Apply 385.25, Amount To Credit 85.25.

1. 1The tab shows the number of the voucher.
2. 2Payment No, assigned by MyCloudBook.
3. 3Send is now enabled.
4. 4Delete is now enabled.

The unapplied amount

The unapplied amount of a voucher stays with the customer. It is shown in the Balance column of the list and in Amount To Credit. It can be used in two ways:

• Pay a later invoice. Open the voucher, click Load Unpaid Invoices, type the payment of the new invoice, and save. The payments must stay within the amount.
• Pay it back. Create a refund voucher for the customer. The voucher then shows a read-only row Refund Voucher #N with the refunded part.

1. 1The invoice payment and the refund voucher row.
2. 2Amount To Credit is now 0.00.

Changing and deleting

A saved voucher can be changed: the date, the reference, the accounts, the amount, and the payments. The number cannot change. These limits apply:

• When a refund voucher uses the unapplied amount, the customer and the currency cannot change, and the voucher cannot be deleted. Delete the refund voucher first.
• When a post of the voucher is reconciled with a bank transaction, its account and amount cannot change, and the voucher cannot be deleted.

Delete asks for a confirmation. Deleting a voucher removes its journal entry; the invoices it paid become unpaid again for that part. When an invoice is deleted, its payments are removed from the vouchers and the money stays on the vouchers as unapplied amounts.

1. 1The message from the server.

1. 1The Customer filter.
2. 2Balance: the amount not used yet. Empty when everything is used.
3. 3Amount.

Messages and their meaning

Questions and answers

How do I record a customer payment in MyCloudBook?

Open Sales, Payments & Refunds, and click New Receipt Voucher, or click Receive Payment on the invoice. Select the customer, type the payment of each invoice and the amount received, select the Deposit To account, and save.

Can one payment pay several invoices?

Yes. The voucher lists every unpaid invoice of the customer. Type a payment in each invoice line; the Amount must be at least the total of the payments.

What happens when a customer pays more than the invoices?

The rest stays on the voucher as the unapplied amount (Amount To Credit). It can pay a later invoice of the same voucher, or it can be paid back with a refund voucher.

Why can I not delete a receipt voucher?

A voucher whose unapplied amount was refunded cannot be deleted until the refund voucher is deleted. A voucher with a post reconciled in the Banking module must be unreconciled first.

Related guides

• Invoices and Receipts. The invoices that the vouchers pay, and Receive Payment.
• Credit Notes. Credits that also reduce the amount due of an invoice.
• Refund Vouchers. Paying back the unapplied amount of a voucher.
• Customers. The balance of each customer.