💰

Cash Receipt

Record cash collections from customers. Load a recovery man's assigned customers, view outstanding invoices, and apply payments against specific invoices or as general credit.

How to Open

Menu → Transaction → Accounts → Cash Receiving

Keyboard Shortcuts

F12 Save F5 New/Clear Esc Close

📝

How to Use

➕ Adding a New Receipt

Open Cash Receipt from the menu
Fill in the required fields
Add optional details as needed
Press F12 or click Save
Confirm when prompted

✏️ Editing an Existing Receipt

Type the name in the Search box on the left
Select the record from the search results grid
The form fields will load with the selected data
Modify the fields you need to change
Press F12 or click Save

📋

Field Descriptions

Recovery Man Required

Select the recovery/booking man to load their assigned customer list. Type to search and pick from the list; leave empty for all.

Bank Required

The account the money is received into. Every receipt lands in one, so it must be chosen before bills are added or loaded. Type part of the bank name or account number to search, then pick from the list. Cash collections need a cash account to receive into - set one up in Setups if there is none.

Customer Optional

Filter or search for a specific customer in the loaded list.

Payment Required

Enter the payment amount received from the customer. The amount applied to an invoice can never be more than that invoice's outstanding balance — see Receipt Cannot Exceed the Outstanding below. With Inv From selected, the payment cannot be more than the invoices in the range owe — select Customer to take an advance payment.

The amount must be greater than zero. This screen only takes money in — see Giving Money Back below.

Receipt No Required

The receipt's own number, shown top right. It arrives filled in with the next number in the series, so ordinarily you leave it alone.

Type over it when you are writing from a pre-printed receipt book and need the voucher to carry the book's number. A number you type does not move the series on, so the next receipt still offers the number that was waiting. A number you have not touched is never refused: the one that commits is taken when you save, so if somebody else got that one first yours is simply given the next, and the message afterwards names the number it was saved under. A number you typed yourself is refused if it has already been used, and the box is refilled with the next one the series would give.

Opening this screen and closing it again uses no number — the number is only taken when the receipt is actually saved.

Line Remarks Optional

Notes carried onto each line as it is added to the grid (e.g., cheque number, reference). Shown in the grid's REMARKS column, and written to the customer's ledger entry.

Receipt Remarks Optional

The row beneath the grid. One note for the whole receipt rather than for a single line — what it was for, who handed it over, how it arrived.

It is written to the voucher and carried onto the bank entry, so it is what you read in the Bank Ledger against this receipt. Left empty, the bank entry falls back to naming the recovery man.

From Invoice / To Invoice Optional

Specify an invoice range to filter the grid and apply payment against specific invoices.

📊

Grid Columns

Column	Type	Required	Description
CUSTOMER	Text		Customer name.
ADDRESS	Text		Customer address for reference.
INV #	Number		Invoice number.
INV DUE	Date		Invoice due date.
AMOUNT	Number		Total invoice amount.
PAID	Number	✅	Amount to apply against this invoice. Enter the payment here.
INV BAL	Number		Remaining balance on the invoice after payment.
SOURCE	Text		Source of the invoice (e.g., Sale, Transfer).
REMARKS	Text		Payment remarks for this line.

Column

Type

Required

Description

CUSTOMER

Text

Customer name.

ADDRESS

Text

Customer address for reference.

INV #

Number

Invoice number.

INV DUE

Date

Invoice due date.

AMOUNT

Number

Total invoice amount.

PAID

Number

✅

Amount to apply against this invoice. Enter the payment here.

INV BAL

Number

Remaining balance on the invoice after payment.

SOURCE

Text

Source of the invoice (e.g., Sale, Transfer).

REMARKS

Text

Payment remarks for this line.

🔘

Buttons

Button	Shortcut	What it Does
🔍 Search	F2	Opens the search panel to find an existing record by name.
💾 Save	F12	Saves all changes. The system will ask for confirmation before saving.
❌ Close	Esc	Closes the Cash Receipt screen.

↩️

Giving Money Back

This screen only takes money in. A negative amount is refused, whatever rights you hold. The old cash reversal permission has been withdrawn from Setups → User Group → Controls: it opened nothing, so it is no longer offered.

ℹ️

Why It Changed: A negative receipt stood on its own, with nothing tying it to the receipt it was undoing and no record of who reversed it or why. Money is now given back by cancelling the receipt that took it, which is bound to that voucher and records both.

⚠️

Where Cancelling Lives: Use Cancel Receipt, on this menu and on DFS Web alike — in whole, or one line at a time. Type the number off the customer's copy and tick the lines to withdraw.

💡

Cash Posted to the Wrong Invoice: Cancel the receipt, then enter it again against the correct invoice. The wrong invoice returns to its full outstanding.

💡

A Credit Left by a Sale Return: Cancelling does not help here — there is no receipt to undo, and the receipt was right. Where the money is genuinely owed back, pay it on Cash Refund. Otherwise shift the credit onto another of the customer's unpaid invoices (Invoice Adjustment), or — where the cash was handed back outside the system — clear the invoice on Write Off. See Sale Return for a comparison. Use only one route per credit, or it will be counted twice.

💡

Important Notes

ℹ️

Invoice-Level Payment: Enter the paid amount directly in the PAID column against each invoice to apply payments precisely.

⚠️

Receipt Cannot Exceed the Outstanding: The amount you apply to an invoice can never be greater than that invoice's outstanding balance. This is checked again at the moment you press Save, against the balance as it stands right then — not the balance that was showing when you loaded the list. If any line is over, nothing is saved at all: no invoice, no customer ledger entry, and no change to the cash or bank balance. The message names each invoice with the amount you entered and its current outstanding, and the AMOUNT column is refreshed on those rows. Your entries are kept — correct the PAID amount and save again.

⚠️

Another User Received First: The most common reason a receipt is rejected at save is that someone on another computer received against the same invoice while you were still entering yours. Both of you saw the same outstanding when you loaded the list, but only the first save can use it. This check is what stops the invoice being credited twice and the cash balance being credited with money that was only collected once. Re-check the refreshed AMOUNT column, confirm how much is actually still due, and enter that.

ℹ️

Taking Cash in Advance: To accept more than a customer's invoices come to — payment in advance, or cash on account — select Customer. You are told how much of the payment settles no bill and asked to confirm; the screen then settles the customer's open invoices in order and holds the rest as unapplied credit against the customer. With Inv From selected a payment can never be more than the invoices owe: a larger one is refused when you add it. Naming an invoice and entering more than it owes is rejected either way.

ℹ️

One Receipt, One Voucher: Everything in the grid is saved as a single numbered receipt, however many customers and invoices it covers. Each grid line becomes an allocation beneath it, which is what lets a single line be cancelled later without touching the rest. The bank entry carries the receipt number, so a figure in the Bank Ledger can be traced back to the voucher that made it.

💡

Load Button: Click Load to refresh the customer/invoice list for the selected recovery man.

⚠️

Bank Balance: If a bank is selected, the system shows the current bank balance. Ensure sufficient balance for bank-based transactions.

ℹ️

Line-level Allocation: A receipt applied to an invoice is automatically shared out equally across every item line of that invoice, so product-wise recovery and aging show each item part-paid rather than the first item settled in full. A line that is already settled takes only what it can, and its share is passed on to the remaining lines; the odd paisa left over by an amount that will not divide evenly goes on the last line. No item line is ever shown as paid for more than it is worth. Where the invoice total sits above what its lines add up to — normally rounding, or an invoice whose goods were returned after it was paid — that difference stays unallocated at line level. The invoice's own balance and the customer's ledger are unaffected.