Payment Entry

Overview

This guide explains how to:

  • Record customer receipts

  • Record supplier payments

  • Offset (contra) invoices

  • Handle FX differences and bank charges

Your screen layout may vary slightly, as Accounting module is customizable. However, the overall process remains the same.

Method 1: Payment / Receipt From a Single Invoice (Per-Invoice Method)

This is the simplest method.

Step 1: Open a Posted Invoice

Go to: Accounting → Sales Invoice (AR) or Purchase Invoice (AP)

Open a Submitted / Posted invoice.

Step 2: Click “Pay/Receive via JE”

Click the Pay/Receive via JE button.




The system will automatically:

  • Populate the Party (Customer / Supplier)

  • Pull the outstanding invoice amount

  • Suggest the receivable/payable account

Step 3: Adjust Details

You may:

  • Adjust the payment date

  • Select the bank / cash account

  • Adjust the exchange rate (if foreign currency)

Step 4: Save & Submit

Click Save Click Submit

If fully settled, the invoice status will update to Paid.

Method 2: Journal Payment Entry (Multiple Invoices / Contra)

This method is used when:

  • Settling multiple invoices

  • Offsetting AR and AP

  • Performing contra between customer & supplier

  • Handling FX gain/loss

  • Including credit notes

Step 1: Go to Journal Entry

Navigate to: Accounting → Journal Entry

Click Add Journal Entry

Under Entry Type Custom → Choose Journal Payment Entry




Step 2: Select Customer / Supplier Party

Select the relevant Party.




Step 3: Pull Outstanding Invoices

Click Pull Invoices → choose by:

  • Customer

  • Supplier

  • RFP Customer

  • RFP Supplier

You can:

  • Filter by date range

  • Pull all outstanding invoices

  • Select specific invoices

Tick the invoices you want to settle.


If you have different interface, you may Click Cust. invoice or Sup. Invoice


Step 4: Handling Contra (Offsetting Invoices)

Scenario Example:

  • You sell to a supplier (Sales Invoice)

  • They also bill you (Purchase Invoice)

  • You want to offset both

Steps:

  1. Pull invoices under the same party

  2. Add both Sales & Purchase invoices (if applicable)

  3. At the top of the page, click Payment Entry




The system will automatically calculate the residual balance.

After verifying the details are correct:

  • Click Submit

  • A payment line will be added under Accounting Entries

If There Is a Difference (Debit ≠ Credit)

If a difference appears:

  • Click Make Difference Entry




The system will add a line under Accounting Entries.

This difference can be recorded as:

  • FX Gain

  • FX Loss

Step 5: Save & Submit the Journal Payment Entry

After reviewing all entries:

Click Save Click Submit

🔄 Multi-Currency & FX Handling

If invoices are in foreign currency (e.g., USD):

  • The system calculates based on the current exchange rate

  • You may manually adjust the exchange rate if needed

If there is a difference:

  • It may be due to FX gain or loss

  • Click Make Difference Entry

  • The system will add a line under Accounting Entries

💳 Handling Bank Charges

If the bank deducts fees:

  1. Click Bank Chg at the top of the page

  2. Select the Bank Charges Account

  3. Enter the rate and amount

  4. Click Save

The system will automatically add a line under Accounting Entries.

4️⃣ Finalize the Payment

After reviewing:

Click Save Click Submit

The system will:

  • Mark invoices as Paid

  • Offset invoices against each other (contra)

  • Record FX impact

  • Record bank charges (if any)

5️⃣ Result After Posting

When you check the invoice:

  • Status will show Paid

  • Outstanding amount becomes 0

  • The linked Payment Entry will appear