Receiving payments

1. From the Sales menu, choose Record invoice payment.

2. Choose the customer making the payment from the Customer list. (If you’re entering a customer payment from the Invoice page, the customer will already be selected.)
   All the unpaid invoices for the selected customer appear in the list. (If you’re entering a customer payment from the Invoice page, only the relevant invoice will appear in the list.)

3. In the Bank account field, enter or select the bank account or credit card the payment is going to.

4. If you want, enter a Description of transaction.

5. Make sure that the reference number is correct. If not, enter a new reference number in the Reference field.

   Changing the numbering

   If you change the number in the Reference field, you’ll change the automatic numbering. For example, if you change the number to 000081, the next time you enter a customer payment, the new reference number will be 000082.

6. Make sure that the payment date is correct. If not, enter a new date in the Date field, or click the icon next to it to select the date from a calendar.

7. If you want to give the customer a discount, enter the amount in the Discount ($) field for the applicable invoice.

8. Select the invoices to be paid. The Amount received is automatically calculated against the relevant invoices. Here's an example where 2 invoices are being paid in full (with discounts applied):

   
   There's a built-in calculator in the Discount and Amount received fields. Just enter a calculation in the field and tab out of it:

   

   
   
   
   

9. When you're done, click Save.

You can only change customer payments that haven’t been reconciled or matched to a bank transaction. If you want to change a reconciled or matched payment, you need to unreconcile or unmatch it first, using the Bank reconciliation or Bank transactions page.

The only details you can change are the bank account the payment went into, the description, reference number and date.

1. From the Banking menu, choose Find transactions.

2. Click the applicable tab for a simplified view (Transactions tab) or a detailed view (Debits and Credits tab).

3. Filter the list of transactions as required.

   1. Choose the Period for the transaction you're looking for. The From and To dates change accordingly. To enter custom dates, choose Custom as the Period.

   2. In the Source Journal field, choose Cash Receipts.

   3. If you're on the Debits and Credits tab, choose the Category the transaction was allocated to.

   4. Enter all or part of the transaction's description or amount in the Search field.
      Transactions that meet your search criteria will be displayed (limited to 50 transactions). To see additional transactions, click Load More at the bottom of the list.

4. Click a transaction's reference number to view its details.

5. Make your changes then click Save.

1. From the Banking menu, choose Find transactions. The Find transactions page appears.

2. Click the applicable tab for a simplified view (Transactions tab) or a detailed view (Debits and Credits tab).

3. Filter the list of transactions as required.

   1. Choose the Period for the transaction you're looking for. The From and To dates change accordingly. To enter custom dates, choose Custom as the Period.

   2. In the Source Journal field, choose Cash Receipts.

   3. If you're on the Debits and Credits tab, choose the Category the transaction was allocated to.

   4. Enter all or part of the transaction's description or amount in the Search field.
      Transactions that meet your search criteria will be displayed (limited to 50 transactions). To see additional transactions, click Load More at the bottom of the list.

4. Click a transaction's reference number to view its details.

5. Click Delete (at the bottom of the page).

6. At the confirmation message, click Delete.

Manually enter the full customer payment (including the overpayment) as described above. MYOB will automatically create a credit for the overpaid amount.

Then, refund the overpaid amount to the customer or apply it to another of the customer's open invoices.

For all the details see Customer overpayments.

Whether you trade online or offline, your business is always at risk of fraudulent transactions resulting from stolen credit cards or other buyer scams.

But don’t worry - here are a few things to look out for to protect your business and minimise the risk of customer disputes and chargebacks.   

• Is the customer placing an unusually large order, or large quantities of orders in a short period of time?

• Is the order being paid for using multiple cards? This could suggest the buyer is trying to avoid card limits.

• Do you have an order where the shipping address is different to the billing address?

• Are you receiving multiple orders to different customers at the same address, or is the address from an unusual location?

• Is it a large order or expensive goods where the customer requests next-day or expedited shipping?

• Can't contact the customer via phone or email?

• Has the customer asked you to pay for freight which they'll reimburse later?

While these activities won’t always be fraudulent, if it seems suspicious it’s worth taking the time to check.

What you can do if you think there's fraud

If you're suspicious of fraud, here's a few things you can do:

• Call the buyer and verify the order

• Search the internet for the buyer's name, shipping address, email address and phone number - keeping an eye on consistency between the information

If you can’t verify a customer’s details, or you’re still suspicious - cancel the order.

1. Go to the Sales command centre and click Receive Payments. The Receive Payments window appears.

2. Choose the account that will be used to record the customer payment.

   • Deposit to Account. Select this option if the customer has made a direct payment to your bank account. This will default to the linked account you've set as your Bank Account for Customer Receipts, but you can change it if the deposit was made to another account.

   • Undeposited Funds. Select this option if the payment will be deposited at a later time.

3. In the Customer field, enter the customer’s name.

   Don’t know the customer name but have the invoice number or amount?

   Use Advanced Search to search for open invoices by the invoice number or the invoice amount. 

   

4. Type the Amount Received.

5. If you want to record the payment method, select the method in the Payment Method field. Click Details if you want to enter further details about the payment. For example, if you are being paid by credit card, you can record the last four digits of the credit card number.

   If a customer is paying using multiple payment methods, for example EFTPOS and cash, record a Receive Payment transaction for one payment method, then record a second Receive Payment for the other.

6. If you want, adjust the memo and payment date. You can change the ID number that is automatically generated. However, we recommend that you use the default number to make sure you don’t use duplicate IDs.

   

7. In the scrolling list in the bottom half of the window, indicate which sales are covered by the payment by entering amounts in the Amount Applied column.
   If the customer is paying a deposit for an order, look for Order in the Status column:

   • A: Discount – If you intend to offer an early-payment discount for a sale, assign the discount to the appropriate invoice in this column. Note that you won’t be able to assign a discount to an invoice that is not being settled in full. If this is the case, you can give them a customer credit note. See Customer credits.

   • B: Amount Applied – Enter how much of the payment you want to apply to each sale in this column. If you only applying a part payment, enter the amount you're applying in this column. Ensure that the total of the amounts applied in this column equal the value entered in the Amount Received field.
     You can let AccountRight automatically fill this column for you, by applying payments to the customer's oldest invoices first. Select the Apply Customer Payments Automatically to Oldest Invoice First option in the Setup menu > Preferences > Sales tab. The amount received will be distributed automatically based on invoice date, but you can override the allocation.

   • C: Finance Charge – If part of the payment is to pay finance charges, type the finance charge amount here. For more information, see Finance charges paid by customers.

   • D: Out of Balance – The amount you apply in the Amount Applied column accumulates in the Total Applied field. The Total Received amount (which includes any finance charges) must equal the amount that appears in the Amount Received field in the top half of the window before you can record the transaction. The Out of Balance amount must be zero before you can record the transaction.
     

8. Click Record.

9. If needed, you can print a payment receipt.

1. Open the sale the payment was applied to.

2. Click History.

   

3. Click the zoom arrow for the payment transaction. The payment transaction will be displayed.

4. Go to the Edit menu and choose either Delete Payment or Reverse Payment (the option that is displayed reflects your security preference).

If a customer has closed sales, select the Include Closed Sales option, and apply the amount received to a closed invoice. A credit invoice for the amount is created automatically. This can either be refunded to the customer or applied to a future invoice, see Settling credits.

If you receive a payment for an invoice you haven't yet issued, see Customer prepayments.

If you want to see your customers’ purchase order (PO) numbers in the Receive Payments window instead of your invoice numbers, select the Show Customer Purchase Number in Receive Payments option in the Setup menu > Preferences > Sales tab.

Yes! If customers make payments when purchasing merchandise or services and you are issuing them an invoice, you can type the payment amount in the Paid Today field of the invoice.

You should delete the Receive Money transaction that you recorded, and re-enter the payment using the Receive Payments window. Learn about deleting transactions.

If you've already reconciled the Receive Money transaction, your next bank reconciliation will show an out of balance amount equal to the customer payment. But that's easily fixed - when you select the new Receive Payments transaction that you entered, the out of balance will return to $0.

The default number shown in the ID No. field is the next available number. When you click in the ID No. field, Auto # appears to confirm that the number has been automatically selected for you. If you need a different number you can overtype it. Note the sequence will not carry on from that point.

Payments applied to sales orders are considered deposits, and they're handled a bit differently to other payments. Learn all about Customer deposits.