Adding a payment to a sales receipt after creation

When you create a sales receipt, you can add payments directly on the receipt page. If you saved the receipt first without recording payment, or if the customer makes an additional payment later, you can add a new payment at any time.

Before you start

• The sales receipt must already exist and be saved in the system.
• You need permission to record payments on sales receipts.
• Know the payment amount, method (cash, card, cheque, bank transfer), and the account the money is going into.
• For multi-currency tenants: if the receipt is in one currency, you can record payment in a different currency. The system will calculate the exchange.

Steps

1. Go to Sales Receipts Open in Usystems and find the receipt you want to add a payment to.

2. Click on the receipt to open it.

3. Scroll down to the Payments section.

4. Click Add Payment (or the button to add a new payment row).

5. Fill in the payment details:

   • Amount: Enter the amount paid by the customer.
   • Payment method: Select the method (cash, card, cheque, or other, depending on your setup).
   • Date: The system sets today's date by default; change it if needed.
   • Account: Select the bank or cash account that receives the money (e.g., your business bank account or cash till). This tells the system where the money went.

6. If paying in a different currency, the Currency dropdown will let you choose. The system will show the exchange rate and converted amount.

7. Click Save or Done to record the payment.

Accounting impact

When you record a payment, the system debits (increases) your cash or bank account and credits (reduces) the customer's receivable balance, bringing the receipt closer to fully paid. If the payment is in a different currency, an exchange gain or loss may be recorded in your chart of accounts.

Tips & common mistakes

• Payment already recorded? Check the Payments section to see if a payment was recorded when you first created the receipt. You cannot add a duplicate payment for the same amount on the same date.
• Currency mismatch: If the receipt was in AFN but the customer pays in USD, always select the correct currency in the payment row. Do not just convert the amount yourself—let Usystems handle the exchange.
• Wrong account selected? Make sure you chose the correct bank or cash account. If a customer pays by cheque and you select a bank account, the cheque amount goes directly to the bank (you'll usually clear it manually later).
• Overpayment: If the customer pays more than the receipt amount, the system will accept it and create a customer advance (credit balance). You can use that balance on future sales.