Receiving a payment from a customer

When a customer pays an outstanding invoice, you need to record that payment in Usystems so the invoice is marked as paid and your account balances are updated correctly.

Before you start

• You need permission to create payments. Ask your administrator if you are unsure.
• Have the customer's name and the amount they are paying ready.
• Know which account the money is coming into (cash, bank, or another account).
• Optional: know which invoices this payment covers (you can assign one payment to multiple invoices).

Steps

1. Go to Payments → New Payment Open in Usystems

2. Select the customer from the Customer field.

3. Enter the Amount the customer is paying.

4. Choose the Account where the money is being received (for example, your bank account or cash register).

5. Leave the Payment Date as today, or change it to the date the payment arrived.

6. If you are applying this payment to specific invoices, scroll down to the Invoices section and click Add Invoice. Then select each invoice you want to pay with this payment. Usystems will automatically subtract the payment from each invoice in the order they appear.

7. Click Save to record the payment.

Accounting impact

When you save a payment, Usystems posts it to your general ledger:

• Debit the account you selected (cash, bank) — this records the money coming in.
• Credit the customer's account balance — this reduces what they owe you.

If you assign the payment to an invoice, the invoice status changes to Paid (or Partially Paid if the payment is less than the full invoice amount).

Tips & common mistakes

• Unallocated payments: If you do not assign the payment to specific invoices, it sits as a credit on the customer's balance. They can use it later to pay other invoices, or you can apply it manually when they specify which invoice they meant.
• Partial payments: You can record a payment that is smaller than the invoice amount. The invoice will show Partially Paid and the remaining balance stays due.
• Multiple invoices: One payment can be split across several invoices. Usystems applies it to the oldest invoices first.
• Currency: If the customer is paying in a currency different from the invoice, Usystems uses the exchange rate on the payment date. See "Receiving payment in a different currency" for details.

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