How to Create Past Receive Payments

Past Receive Payments in QNE Optimum are used to record collections from customers prior to the cut-off date. This transaction helps maintain accurate AR balances in the customer ledger and supports accurate GL opening balance records for the intended accounting period.

This feature is intended for accounting staff managing collections.

Scenario:

A company is implementing QNE Optimum and has customer payments that were received before the system's go-live date.

To help maintain accurate customer balances in the new system, the historical payment transactions must be recorded and matched to the appropriate customer accounts.

Prerequisites:

• Customer master data must exist.

• Accounting period for the cut-off date must be defined.

• The user has permission to create Past Receive Payments.

• Historical customer payment schedules or migration documents are available for reference.

• Outstanding customer balances have been verified against the previous accounting records.

Procedure 1: Recording a Past Receive Payment

1. Navigate to Customer > Past Receive Payments.

• Note: If the Quick Create Icon (the one inside the red box) is highlighted, clicking Past Receive Payments will immediately redirect you to the new Past Receive Payments transaction form. If the Quick Create Icon is not highlighted, you will be directed to the Past Receive Payments Listing instead.

• From there, select the New button to create a new Past Receive Payment transaction.

2. Select the customer and enter the historical customer receive payment details, such as:

• Receipt # 

• Description

• Doc. Date (Enter or verify the document date of the historical customer payment.)

• Amount

3. Review the entered amounts carefully and save the transaction.

Note: 

• For any created Past Customer Credit Notes and Past Receive Payments, they can be closed or settled by going to Customer Knock-Off to apply document matching to any corresponding invoices or debit notes if applicable.

• If Tax/VAT details are entered for historical reference purposes, the VAT portion does not generate a separate posting to the VAT General Ledger account because only the outstanding receivable balance contributes to the Accounts Receivable opening balance.

4. After all entries are completed, review the reflected opening Accounts Receivable balance in General Ledger > Opening Balances

5. Verify the recorded balances match the historical records.

Procedure 2: Validation of Recorded Past Receive Payment

1. After saving the transaction, verify that:

• The Past Receive Payment is saved successfully.

• The Past Receipt number is generated or displayed correctly.

• The transaction displays the correct unapplied payment balance.

• Verify that the Past Receive Payment appears in the Past Receive Payments List.

Procedure 3: Editing a Past Receive Payment

1. Go to Customer > Past Receive Payments, then select the Doc # of the Past Receive Payment that you want to update.

2. Once opened, make the required changes, then click Save. 

Procedure 4: Deleting a Past Receive Payment

1. In the Past Receive Payments List View, identify the document you wish to delete. Hover your cursor over the document and right-click on it. Then click Delete to remove the transaction.

2. Verify that the Past Receive Payment no longer appears in the Past Receive Payments List.

3. Preferred Method: If the Past Receive Payment is no longer required, click Cancel instead. This preserves the transaction history while marking it as inactive.

Application (Use Cases)

Past Receive Payments are used to:

• System Migration
  Transfer historical customer payment balances from a legacy accounting system.

• Opening Balance Setup
  Establish Accounts Receivable opening balances during system implementation.

• Customer Balance Continuity
  Maintain accurate customer balances after go-live.

• Invoice-Level Reconciliation
  Support detailed matching of historical invoices and debit notes.

• Financial Reporting Continuity
  Help maintain continuity and accuracy of Accounts Receivable reporting.

• Audit and Historical Reference
  Retain historical payment records for audit and tracking purposes.
  
  System Scope: QNE Optimum