Payments and Statements

Record money received once, then allocate it to one or more open invoices so customer balances stay correct.

Record a customer payment

Go to Sales > Payments and select Record Payment.
Select the customer and enter the payment amount, payment date, received date, method and bank details or reference available to you.
Leave Status as Completed when the money was received; use Pending only when the receipt is not yet confirmed. Save the payment.
Open it and select Allocate / Adjust. Apply amounts to one or more open invoices without exceeding the payment's unallocated amount.
Confirm the allocation. Fully covered invoices become paid; partial allocations reduce the outstanding balance.

When the payment does not cover the invoice

A customer settles early and takes a small reduction, or simply pays a bit less than the invoice. The allocation screen tells you what the invoice is short by and gives you the three honest answers, so the leftover is dealt with on purpose rather than left to age.

The panel appears as soon as you open Allocate / Adjust if the amounts being applied do not cover an invoice. You do not have to create the gap by hand first.

Choice	What it does	When it is right
Discount [the amount]	Raises and issues a credit note for the difference, so the invoice settles.	You agreed to let them off — early settlement, goodwill, a haggle.
Write it off	Takes you to the bad debt claim, which removes the debt and reclaims its VAT.	The debt is more than twelve months past due and you are not getting paid.
Leave it outstanding	Nothing. The balance stays on the customer's account and keeps ageing.	You still expect the money.

Grant a settlement discount

On Sales > Payments, open the payment and choose Allocate / Adjust.
Allocate what actually arrived. The shortfall panel appears above the invoice table with the difference worked out.
Select Discount on the invoice concerned. Enter the amount including VAT — the figure you are letting the customer off, so R50 on an R1,150 invoice they paid R1,100 against.
Check the split. It shows what comes off your income, how much VAT you reclaim, and on a mixed invoice how the discount falls across the lines.
Add a reason if you want one on the credit note, then choose Grant discount. The row now reads *will be credited when you save*.
Press Save Allocations at the foot of the invoice table. That is what applies the money and issues the credit note, together.

A receipt you have already allocated still offers this, on the invoice it left short. The panel says how much of that receipt is on the invoice and what is still owing. There is nothing left to allocate in that case, so the button reads Grant Discount and the discount is all that gets saved.

A settlement discount can also be granted later from the invoice itself: open it and use Grant Settlement Discount in Quick Actions. Both routes need a company administrator. See Credits and corrections for what the credit note does to your books.

Record a payment on a foreign-currency invoice

A customer billed in dollars pays you in rand, and the amount that lands is never the amount on the invoice: the bank converts at its own rate and takes a fee. OxyAccounting asks for both facts rather than guessing at either.

Enter what the payment clears in the customer's currency, and allocate it to their open invoices as usual.
Enter what actually arrived in your rand account, straight off your bank statement.
Enter Fees charged by your bank and Fees charged by an overseas provider where you know them. Leave them at zero if you do not.
Save. The invoice clears at the rate it was raised at, the fees are posted as bank charges, and whatever is left over is posted as an exchange gain or loss.

The summary also shows the rate you effectively received against the rate on the invoice, and what the difference cost you as a percentage. That figure is worth reading before you choose how to get paid next time.

A foreign payment has to be allocated before it can reach the ledger, because the rate it clears at comes from the invoices it settles. Until you allocate it, it waits on the Unposted Documents screen and says so.

Unallocated money

A payment can exist before you know which invoice it settles. Its unallocated amount remains visible and can be allocated later. Amount converted to customer credit is also tracked separately. A payment cannot be reduced below the amount already allocated or converted to credit.

Change an allocation

Open the payment and choose Allocate / Adjust. What the receipt already settles is listed under Current Allocations, with a Remove button on each line. Removing one recalculates the affected invoice straight away, so an invoice that showed as paid may go back to part-paid, unpaid or overdue.

Amounts are taken as you type them. A figure larger than the invoice owes is not quietly trimmed: the row says so and Save refuses until it is put right.

Correct a payment recorded incorrectly

A receipt captured for the wrong amount, on the wrong date or against the wrong customer is corrected in place rather than deleted. The order matters, because a payment cannot be reduced below what it has already committed.

Open the payment and choose Allocate / Adjust. Remove every allocation that is wrong, and any that stand in the way of the corrected amount.
Return to the payment and choose Edit. Correct the amount, date, customer, method or bank details, then save.
Choose Allocate / Adjust again and apply the corrected receipt to the right invoices.

If the amount you enter is below what the payment already settles, the edit is refused and the figure you would have to free up first is named. Remove the allocations, or the customer credit it was converted to, and try again.

Changing the amount, date, customer or the rand that reached your bank rewrites the payment's accounting entry to match. Changing a reference or a note leaves the ledger alone.

Delete an incorrect payment

Open the payment and use Delete. Confirm only when the real receipt should not exist in OxyAccounting. The payment, allocations and ledger effect are reversed together. A locked accounting period can prevent the reversal.

Send a statement

Go to Reports > Customer Statements.
Select the customer, start date and end date, then choose Generate Statement.
Review the transaction history, customer summary and age analysis.
Choose Download for a PDF or Email to send it from OxyAccounting.

The PDF ends with How to pay: your account name, bank and account number, and the customer's own name as the reference to quote. It comes from Settings > Company > Banking, so fill it in once and every statement carries it. Underneath is your own statement message, set at Settings > Company > Documents > Statement Defaults — use it for how you would rather be paid, or what to quote as a reference. Leave either blank and nothing is printed for it.

When the invoice still shows unpaid

Open the payment and confirm the amount appears under Payment Allocations, not only as unallocated.
Check that it was allocated to the intended invoice and customer.
Confirm the allocation total does not stop short because of bank charges or withholding.