Before you record a customer receipt
Prepare the actual payment evidence, customer identity, business unit, currency/rate and allocation instructions. A receipt can be created before an invoice exists, but allocation requires an eligible posted bill.
Preparation checklist
| Prepare | Example | Why it matters |
|---|---|---|
| Evidence of actual money received | Bank reference FPS-77812 | Record the event once; entry does not execute a bank transfer |
| Existing Customer/Partner | Café Aroma, customer code CUST-0042 | Matching uses the Partner relationship, not Party/profile ID |
| Correct business unit | Bright Home Supplies | Payment and invoice must belong to the same unit |
| Transaction currency | GBP | Must match target invoice currency in the allocation screen |
| Ledger base currency | GBP from active settings | Required read-only value in the current create form |
| Approved exchange rate | 1 for GBP/GBP | Determines stored base amounts; no live rate lookup |
| Payment date | 08/11/2026 | Actual receipt date, not the invoice due date |
| Intended bill(s) | Posted invoice for 327.60 | Check target numbers and current due balances |
| Prior-entry search | Search bank reference and customer | Prevent duplicate receipts after earlier entry or timeout |
Confirm the creation form can load base currency
The current New customer receipt form reads active ledger base currency from the Charity finance settings integration. If the field is blank/read-only, check the access/setup requirements. There is no manual base-currency override in this form.
A LEDGER_BASE_CURRENCY_CONFLICT message means the supplied/stored currency conflicts with active tenant ledger settings. It can affect reading an existing receipt as well as a write. Refer it to the administrator/Accounts; do not change a financial base merely to clear an error.
Is the invoice ready?
| Invoice condition | Allocation outcome |
|---|---|
| Posted or Partially paid with amount due > 0 | Potentially eligible |
| Draft | Post the bill first |
| Paid | Nothing remains to allocate |
| Cancelled or Reversed | Not a target in the browser |
| Wrong customer or unit | Not compatible |
| Different transaction currency | Not compatible in the browser; no currency conversion in allocation |
| Same receipt already allocated to that invoice | Cannot add another allocation for this pair |
The bill's Paid / credited may include effective credits. Reload its current due balance before deciding how much cash to allocate.
Example: payment before the invoice
Café Aroma sends 100 in advance. Farah can record a customer receipt without an invoice ID, then post it and keep it available. No bill becomes Paid at that point. Once a compatible invoice is Posted, she can allocate the advance to it.
Do not invent an invoice number or create a dummy order just to hold an advance. See Money on account.
Example: already entered through Sales
If a colleague used the order-specific Record Payment workflow, it may already have created and allocated the receipt. Search Payments and inspect the source invoice before creating a generic receipt for the same transfer.
Use Invoicing for bill creation/posting and Purchasing for vendor payments. The customer receipt form is not a replacement for those workflows.