i-Account User Guide – Customer Payment
Introduction
In the Customer Payment entry page, you can record payments received from owners/debtors. Key in the Amount first before allocating the payment to invoices or setting it as an Advance Payment.
After entering the payment, you can review the listing at:
Sales > Inquiries > Customer Transaction Inquiry > Payments.
To change the allocation, go to:
Sales > Transactions > Allocate Customer Payments or Credit Notes.
Content
Below is the content of this User Guide:
i. How to Enter Customer Payment
ii. How to View Records of Existing Customer Payment (View, Edit, Print & Email)
iii. How to Allocate or Change Allocation for Customer Payment
iv. How to View Customer Payment in i-Neighbour (Admin Login)
Additional Payment Guide (Not Included in This Document)
How to Enter Customer Payment
1. Go to the Sales > Transactions > Customer Payments page.
2. Select the owner/debtor at the From Customer dropdown.
Select the appropriate Into Bank Account, Date of Deposit and Payment Mode.
3. Key in the payment amount in Amount. This field is compulsory.
4. You may also enter a Discount, add a Memo, or upload a document using the Attached File function.
5. Scroll down to the Allocated amounts in RM: section to allocate the payment against outstanding invoices.
If there are no outstanding invoices (i.e., all invoices are fully paid), this section will not be displayed.
6. Click on Auto Allocate to automatically fill in the This Allocation column (knock-off amount).
The system will allocate the payment to the earliest-dated invoices first.
7. Total Allocated and Left to Allocate balance will be displayed at the bottom of the table.
8. Instead of Auto Allocate, you may manually allocate the payment. There are two methods:
i. Enter the knock-off amount under the This Allocation column for the relevant invoices.
ii. Click All to fully allocate or None to clear the allocation value for an invoice.
9. If there are no outstanding invoices or the payment exceeds the total allocation (i.e., Left to Allocate > 0.00), you can set the remaining amount as Advance Payment.
The system will auto-allocate this amount to newly generated invoices later.
10. Steps to add Advance Payment (Refer to the Advance Payment User Guide for more details):
i. Under the Advance Payment section, select the relevant Charge Type and enter the Amount, then click + to add the line.
ii. You may add multiple Charge Types as Advance Payment items.
iii. To edit the Amount for an existing Charge Type, click X to remove it, then re-add it.
iv. After adding the Advance Payment line, the Left to Allocate balance will be updated.
v. Left to Allocate = Amount – Total Allocated (to invoices) – Total Advance Payment.
vi. Select the required Advance Payment Date Range (default 1 year).
11. Click “Add Payment” to save the payment.
12. At the success page, you may print or email the receipt to the owner/debtor.
If the receipt is allocated to invoices, the payment details will also be uploaded to i-Neighbour.
How to View Records of Existing Customer Payment (View, Edit, Print & Email)
1. To view a list of Customer Payment records in the system, go to: Sales > Inquiries > Customer Transaction Inquiry.
2. In the Customer dropdown, select either “All Customers” or a specific owner/debtor.
3. Select “Payments” as the transaction type, choose the required date range, then click the Search icon.
4. Click Export to download the listing into an Excel file.
For more details (including allocation), click on the Reference number.
5. You may also click on the icons in the listing:
Icon | Description |
View the General Ledger (GL) double entry. | |
Edit the Customer Payment. This icon is only visible if:
| |
View or print the Customer Payment (PDF). | |
Email the Customer Payment to the owner/debtor. |
How to Allocate or Change Allocation for Customer Payment
1. If allocation has not been completed or you need to change the allocation for a fully allocated receipt, go to:
Sales > Inquiries > Allocate Customer Payments or Credit Notes.
2. Select the owner/debtor in the Customer dropdown.
The listing will show all open credit documents (Customer Payment, Customer Credit Note, credit Journal Entry).
Refer to the Left to Allocate column for the remaining balance. Click the Allocate button (double arrow) to proceed.
3. By default, the listing only shows non-fully allocated transactions (Left to Allocate > 0.00). To re-allocate or view fully allocated document, click on the “Show Settled Items” checkbox and click on the Allocate icon.
4. At the Allocate page, scroll down to the Allocated amounts in RM: section to allocate or knock-off the payment against outstanding invoices.
5. To change the allocation, remove the value in the This Allocation column for an invoice and re-allocate to another invoice.
6. Click Process to save the updated allocation.
If the payment is allocated to invoices, the updated details will be uploaded to i-Neighbour.
How to View Customer Payment in i-Neighbour (Admin Login)
1. To check an invoice balance in i-Neighbour, log in and go to:
E-Billing > Invoices.
2. Select the Date Range to define the period you want to view.
(By default, the system displays invoices for the past one month up to the current date.)
Enter the Invoice No. in the Search field to filter the results.
The Total Outstanding (RM) column will reflect the latest balance after any receipt deductions.
The Status will change to Paid once the invoice is fully settled.
3. Click the invoice to view the invoice listing for that owner.
Click the Edit/View icon for detailed information, including receipt details.
Additional Note
If you need to make changes to a specific Customer Payment receipt but do not have details of the debtor/unit number, refer to the guide below on searching for a receipt using the reference number:
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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