FAQ: Customer Payments Report

Q1: Why don't I see a payment I recorded last week?

A: Check that the payment date falls within the date range you set on the filter. If you left the date fields blank, the report should show all payments. If it still doesn't appear, verify that the payment was actually saved to the system and linked to a customer. Look in Payments Open in Usystems to confirm the record exists.

Q2: Can I see payments from a specific customer only?

A: Yes. When running the report, use the Customer filter to select a single customer by name. This narrows the report to only that customer's payments.

Q3: The report shows a payment but our customer says they never sent it. What do I do?

A: The payment record exists in your system, but it may be a data entry error or a duplicate. Check the payment's details (date, amount, and reference number) against your bank statement or payment logs. If it is a duplicate or incorrect, contact your admin to investigate whether the record should be removed or corrected.

Q4: Can I see which invoice a payment was applied to?

A: Yes. The report typically shows an "Invoice Applied To" column or similar field. If you need more detail, click on a payment record to view its full details, or use the Contact Balance Report to see outstanding invoices per customer.

Q5: How often should I run this report?

A: This depends on your business. Many companies run it weekly to reconcile bank deposits or monthly as part of their accounting close. You can run it as often as you need—there is no limit.

Q6: Can I compare payments from different time periods on the same report?

A: The report shows a single date range at a time. To compare two periods, run the report twice (once for each period) and export both results to Excel, where you can place them side by side.

Q7: Why is the report slow when I run it for a whole year?

A: Large date ranges with many customers generate large reports. If it is slow, try narrowing the date range (e.g., run it per quarter instead of per year) or filtering by a specific customer. This also makes the exported file smaller and easier to work with.

Q8: Do payments from advances or prepayments show on this report?

A: Yes, if the system is configured to show them. Look for a filter or setting called "Include Advances" or "Include Balance Allocations". If you want to exclude advance payments and see only payments against invoices, toggle that option off.