Payment: cash, card, cheque and on account
How to close the invoice with any payment method or a mix of them, when credit sales and partial collection are allowed, and which documents and entries the server creates in each case.
On this page
The "Confirm payment" window
Press "Pay and save" and the payment window opens with the invoice summary: number of "Items" and "Pieces", "Subtotal", "Promotion discount", "Discount", "Tax" and "Amount due". Below it a number pad where you type the "Amount paid" in cash, and the app computes the "Change" immediately.
Payment methods
- Cash: the default. Type what you received from the customer and the change shows in green; if the amount paid is less, "Cash due" shows in red.
- Card: press "Card" and "Card amount" is filled with the full amount due automatically; you can edit it. A transaction reference can be typed.
- Cash+card: type the card amount then the cash; the app splits the rest.
- Other payments: from "Add payment" you choose "Cheque", "Transfer" or "Wallet" with its amount, "Reference (optional)" and "Fee (optional)". A cheque needs "Cheque number", "Due date" and "Bank name", and the app refuses a cheque without a number or date.
All these payments are combined on one invoice. You can also set the "Discount" from inside the payment window, by percent or value within your limit.
Credit sales and partial collection
When a defined customer is selected, a "Collected" switch appears. Off means "on the customer's account without collection", and the save button changes to "Save as credit". If you type an amount lower than the total, "Save partially collected" appears and a "Partial collection" dialog shows "Invoice total", "Collected now" and "Remaining on customer" and asks: "The remainder will be recorded as a receivable on the customer. Continue?".
Both options need the "credit sale to a named customer" permission on your account; without it your invoices stay cash even if a customer is named, and the server refuses an invoice that is not fully collected.
Credit limit
For a customer with a credit limit the app checks locally: their synced balance plus this device's unsent sales plus this invoice, against their limit. Depending on the customer's policy it either allows, or shows "This invoice exceeds the customer's credit limit. Continue?", or blocks: "Customer credit limit exceeded. Collect the amount or request approval". The server is the final judge at sync time and rejects an exceeded limit unless the user has the override permission. Setting limits is in Credit limits.
After confirming
The invoice is saved on the device with a temporary local number and sent with the next sync; the official number comes from the server. "Print receipt" appears if printing is not automatic. What working offline means is in How the cashier works without internet.
What happens in the books
When the invoice reaches the server it is posted immediately, and from its payments a posted receipt voucher allocated to the invoice is created, referencing its number:
- The invoice: debit "Cash customer" (or customer receivables under the named customer) for the total, credit "Sales" and "Output VAT", plus a "Rounding differences" line if cash rounding applied. For stocked items: debit "Cost of goods sold" and credit "Inventory" at cost.
- The receipt voucher: cash is always debited to the shift cashbox as long as the currency matches, card to "Card clearing" (with its fee if typed), cheque to "Cheques receivable" with a record created in the cheques screen, and transfer or wallet to the chosen cash or bank account. The credit side is the customer, so the invoice is settled.
- Partial collection: the remainder stays as a receivable on the customer in their statement and in ageing. An overpayment stays as an unallocated amount on the voucher, to be allocated later or refunded.
Statements are in Statement, liquidity and ageing, and the cheque life cycle in Cheques.
Cards do not go in the drawer
In the shift reconciliation, "Card receipts" are shown separately and marked "Not in drawer", so they are not counted in expected cash. Do not count card slips with the cash at closing.
Frequently asked questions
The customer paid more than the invoice. Where does the difference go?
If it was cash, the difference is the "Change" you hand back. If a larger amount was recorded on a card or cheque, it stays as an unallocated amount on the receipt voucher, which the accountant sees and allocates to a later invoice or refunds.
Why was a credit sale to a defined customer refused?
Either your account lacks the "credit sale to a named customer" permission, or the customer exceeded their credit limit and their policy is "block". The manager fixes the first from the user profile and the second from the customer profile.
Can a payment be taken in another currency?
Yes, if the cash or bank account chosen for the payment has that currency. The invoice itself is in the sales currency set in settings, and the difference is computed at the recorded exchange rate.