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How to Record a Receipt (Money In)

Apply a customer payment to outstanding invoices.

5 min read Updated Jun 2026   How-To

Purpose

Record money received from a customer and apply it against one or more outstanding invoices so the customer's statement and aging are kept clean. Always allocate the receipt — unallocated receipts make aging reports useless.

Before you begin

  • Customer master record.
  • List of invoices the customer wants the receipt applied to (or "oldest first" by default).
  • Bank / cash ledger where the money landed (counter cash drawer, bank current account, UPI clearing).
  • For bank receipts: the transaction reference (UTR / cheque number / UPI ref) ready to enter.

Steps

  1. Start → Accounts & Finance → Accounts → Receipt Voucher.
  2. Pick the customer.
  3. Enter the amount received.
  4. Pick the receiving ledger — cash, bank account, or UPI clearing. Enter the cheque / UTR / UPI reference if bank or UPI.
  5. In the Allocation grid, the customer's open invoices are listed oldest first. Tick / partially allocate to the invoice(s) this receipt clears.
  6. If the amount exceeds outstanding, the balance is parked as On Account — you can apply it to a future invoice.
  7. Click Save & Print. The system posts the receipt journal (debit cash/bank, credit customer), updates outstanding, and prints / emails the receipt.

What success looks like

  • Customer's outstanding reduces by the allocated amount; on-account balance reflects any over-payment.
  • Cash / bank ledger increases — visible immediately in the dashboard cash-in-hand tile.
  • A receipt PDF is in the customer's hand or inbox.
  • Aging report shifts the cleared invoices out of the open buckets.

Troubleshooting

Allocation grid is empty.
Customer has no open invoices. The receipt will sit as on-account — that is fine if you expect an invoice soon.
Cannot allocate — amount mismatch.
You ticked invoices totalling more than the receipt amount. Use partial allocation in the rightmost column.
Reference field is mandatory but blank.
Voucher series for bank receipts enforces a reference. Enter the UTR / cheque / UPI ref before saving.

Tips

  • Never close a receipt without allocating — unallocated receipts hide bad debts.
  • For lump-sum receipts covering many invoices, use Auto-allocate FIFO and then adjust the last line if needed.
  • Warning. Do not back-date receipts past Day Closure unless you have admin override — it rewrites historic cash balances.