To record an advanced payment in Cashbook:

• Click on the Debtors toolbar icon
• Click on the Setup tab
• Unapplied Payments Account - select and account from the drop-down list. e.g. 001 Agistment Received

Note: Unapplied Payments Account are used as a default account when the system creates a credit note for advance payments, etc. So select an account that is most commonly related to payments in advance.

• Make sure Customer Receipting is set to Optional or Compulsory
  
  • If Compulsory is selected, this will be the only available method of recording payments from customers.
  • If Optional is selected, a receipt can be recorded using any of the 3 methods. (Preferred Choice)
• Click on the Close button to exit

• Still in Debtors
• Click on the Receipts tab
• Click on the Add button
  
  • Enter receipt information
  • Tick the Single receipt banked to check box to added transaction to Cashbook
  • Select a bank account from the drop-down list
  • Enter Bank Date
  • Click OK to save

Note: If the payment amount exceeds the total of outstanding invoices (e.g. in the case of a deposit paid), the system will prompt to create a credit adjustment note which will show the customer's balance as a credit amount. The account allocation (including any GST amount) for the credit note is taken from the default setting for "Unapplied Payments Account" as per the Debtors / Setup tab.

• Click Yes to the following Confirm message:

• Click on the Invoices tab 
  

  

  Note: Credit Notes are entered as a negative amount

 To apply invoice to Credit Note:

• Click on the Cashbook toolbar icon
• Click on the Add button
• Click Yes to Confirm message: 'Do you want to enter transactions for "Working Account", in company file "Company ABC"?'
• Click on the Receipt (deposit) radio dial
• Enter date of invoice
• In the Received From text box, either type in / select customer name or click on the Invoices button
• Tick the checkboxes in the P column next to the respective credit note and invoice to apply
• Make sure the Amt Paid amount of the Credit Note is the same amount as the Invoice (Note: Credit Note amount is negative.)
• Click OK to save

• Click on the Debtors toolbar icon
• Click on the Invoices tab
• Click on the Unpaid Invoices radial dial
• The balance of the Credit Note remains as a Credit Note for that customer

• Click on the Debtors toolbar icon
• Click on the Reports tab
• Click on the Statements radial dial
• Select a date range (e.g. 01/07/2017 - 31/08/2017)
• Select Customer/s
• Tick Include Paid invoices, etc
• Click on the Print button