Record a payment or a cheque on a case

When a customer pays, record it on their case. Kluvan makes one Books receipt, settles the invoices you ticked (or the oldest first) and updates the case, the ageing and the statement at once.

Before you start

• You need Collections: work cases (notes, promises, reminders, disputes) and, in Books, Manage sales documents and receipts. Without both, the payment sections do not show.

Steps

Record a payment

1. Open the customer's case.
2. Under Open invoices, tick the invoices the payment is for. Leave them unticked to pay the oldest first.
3. Open Record a payment.
4. Type the Amount and choose Paid by: Cash, Bank transfer, Card, Cheque or Other.
5. Pick the Day it was paid and type a Reference if there is one, for example the transfer number.
6. Select Record it in Books.

Record a cheque

1. On the case, open A cheque received.
2. Type the Amount, the Cheque number, the Bank and the Cheque date.
3. Select Record the cheque. A Books receipt by cheque is made and the cheque appears under Cheques as Waiting to clear.
4. When the bank pays it, select Cleared.
5. If it comes back unpaid, type the Reason and select Bounced.

Good to know

• One receipt, never two. Each payment becomes exactly one Books receipt, even after a double click or a slow connection. A receipt can settle up to 12 invoices in the same currency.
• Anything left over stays on the receipt as the customer's credit and shows on the case.
• A bounced cheque reverses its receipt with one journal entry, opens the invoices again, moves the case to Escalated, tells the collector and puts the cheque in failed and unmatched payments.
• Promises and plans follow. Payments on promised invoices count towards the promise; payments on invoices in a plan pay its instalments oldest first.
• The same receipt everywhere. A payment taken in the credit book, through a payment link or by matching a bank line also becomes one Books receipt, so Books, the credit book and Collections show the same balance. See the credit book and Collections.
• Books refuses? If the Books period is closed or the currency does not fit, the payment is not recorded and the page says why (see Books receipts).