How to Record Received Payments

Modified on Sat, Apr 4 at 5:24 PM

Overview:

Recording received payments in N3 AI Accounting is essential for keeping your accounts receivable accurate and up to date. Whether a customer pays in full or partially, applying the payment correctly ensures proper ledger balances, accurate cash flow tracking, and reliable financial reporting. This guide will walk you through the process of recording a customer payment and applying it to the correct invoice(s).

Scenario:

A customer has settled their invoice via bank transfer. You now need to record the payment and apply it against the specific outstanding invoice(s) in N3 AI. This ensures the invoice is marked as paid (fully or partially), the customer's ledger is updated, and the amount reflected in your selected bank account.

Procedure:

Step 1: Access the Receive Payment Screen

Navigate to Accounts Receivable > Received Payments.
Click Add to create a new payment entry.

Step 2: Fill in Received Payments Header Details

Complete the following fields at the top section of the invoice:

Customer Code – Select the customer who made the payment.
Deposit To - Choose the bank account where the payment was deposited.
Date – Automatically set to today; adjust if the payment was received earlier.
Post Date - The date the transaction will reflect in reports like the General Ledger.
Tax Date – Typically matches the transaction date but can be modified for VAT reporting.
Currency - Default is 1 for PHP. If using a foreign currency, manually enter the correct exchange rate.
Agent – Auto-fills from the customer profile; select manually if blank.
Bank Charges - Enter any charges deducted by the bank (optional).
Ref No. – Reference number for tracking (e.g., check number).
Global Description - A brief label or purpose for the transaction.
Project - Link to a specific project if applicable (optional).
Payment - Input the amount received. Click Pay All if the payment is for the full outstanding amount.

Step 3: Match the Payment to Invoice(s)

In the invoice listing below the header:

Enable the checkbox under the Match column beside the invoice(s) to which the payment will apply.
Payment - Amount will auto-fill based on invoice balance, but you can edit this manually if the payment covers multiple invoices or is a partial payment.
WTax – If applicable, click the ellipsis (⋯) to select the appropriate withholding tax rate..

Once all line items are entered, click Save.