How to Enter and Edit Customer Advance Payment

Introduction

There is a function to manage Advance Payment received from owners. When payment is received, users can issue a receipt and set/assign a specific amount as an Advance Payment allocation. Subsequently, when invoices are issued using the Batch Invoice function, the Advance Payment will be auto-allocated by system to newly generated invoices based on the setting.

Enable Setting

1. To view the setting for Advance Payment function, go to Setup > General Setup > Customer Payment Settings.

2. There is a checkbox for “Advance Payment”. You can untick the checkbox to disable the function or vice versa. Click Update.

Advance Payment Received (New Customer Payment Entry)

1. To record a payment received, go to Sales > Transactions > Customer Payments.

2. Select the owner/debtor at the From Customer dropdown. Select the appropriate Into Bank Account, Date of Deposit and Payment Mode.

3.Next, key in the payment amount at Amount. It is compulsory to fill in this field.

4. If there are no outstanding invoices or there is excess payment (Left to Allocate is more than RM0.00), you can set the balance as an Advance Payment.

5. Under the Advance Payment section, select the relevant Charge Type from the dropdown menu and enter the Amount. Click “+” to add the line to the receipt.

6. You can add multiple Charge Types as advance payment allocation items to the receipt.

7. To edit the amount for a Charge Type you have already added, click “X” to remove the item, then repeat step 5 to add the item again.

8. Select the appropriate date range (Date From and Date To) for allocating the advance payment against future invoice(s), and click "Add Payment" to enter the receipt.

Advance Payment Date Range: The system will automatically knock off newly issued invoices if the invoice date falls within the selected date range. This does not apply to invoices that already exist in the system.

9. The allocation details for the advance payment will be displayed on the official receipt.

 

Edit Existing Customer Payment (Set as Advance Payment)

1. For receipts that have already been issued, to add an allocation for an advance payment, go to Sales > Transactions > Allocate Customer Payments or Credit Notes.

2. For receipts displayed with an open credit (i.e., a balance in the Left to Allocate column), click the Allocate icon.

3. Under the Advance Payment section, select the relevant Charge Type from the dropdown menu and enter the Amount. Click “+” to add the line to the receipt.

4. Select the Advance Payment Date Range, then click the Process button to update the allocation settings for the advance payment.

Advance Payment Date Range: The system will automatically knock off newly issued invoices if the invoice date falls within the selected date range. This does not apply to invoices that already exist in the system.

Advance Payment Listing (View or Edit Allocation Settings)

1. Go to Sales > Transactions > Customer Advance Payment.

2. The Advance Payment listing will display receipts that have been assigned as Advance Payment and have not been fully allocated to invoices.

3. Once the receipt’s Advance Payment amount has been fully allocated against invoices, it will be removed from this listing.

4. Click on the receipt Reference number to view or edit the Advance Payment settings.

Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.

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