Create a customer receipt
Where: the application's New customer receipt page at /payments/new.
Who: payment.create; payment viewing to inspect the result, plus lookup/ledger setup access.
The current Payments register does not expose a New button. Use an approved application link/bookmark or the /payments/new route on your normal application origin. This is the application route, not the help site's /guide/payments URL. There is no need to create a sales invoice merely to reach this form.
The form at a glance
1. Select the unit and customer
| Field | Example | Guidance |
|---|---|---|
| Business unit | Bright Home Supplies | Select the active unit that owns the receipt and intended invoice(s) |
| Find customer | Aroma | Search existing customer name/code |
| Customer | Café Aroma (CUST-0042) | Select the actual result; typing a search is not a selection |
Changing the customer search clears the selected customer. Re-select the intended result before saving. The underlying reference is the Customer's Partner ID; do not create a duplicate Party/Customer to work around missing lookup access.
2. Record what happened
| Field | Example | Validation / purpose |
|---|---|---|
| Method | Bank transfer | Required; defaults to Bank transfer, so change it if needed |
| Payment date | 08/11/2026 | Actual receipt date; initially today's local date |
| Reference | FPS-77812 | Optional, up to 100 characters; use real evidence reference |
| Notes | First instalment against café invoice | Optional, up to 1,000 characters |
Methods are Cash, Bank transfer, Card, Cheque, Online and Other. Selecting Card or Online records the method; it does not contact a processor. Enter a cheque as the actual event your organisation intends to record, following its clearing procedure; this screen does not verify clearance.
3. Enter currencies and amounts
| Field | Example | Guidance |
|---|---|---|
| Transaction currency | GBP | Currency actually received; compatible invoice must use the same currency in the browser |
| Ledger base currency | GBP | Required, read-only value loaded from active settings |
| Amount | 200.00 | Minimum 0.0001, up to four decimal places |
| Exchange rate | 1 | Positive transaction-to-base rate; minimum 0.00000001, up to eight decimals |
| Exchange rate date | 08/11/2026 | Optional recorded rate date; no automatic rate lookup |
If Ledger base currency is blank, resolve the current settings dependency. You cannot type over it. Do not substitute the transaction currency or create a donation to bypass the problem.
Foreign currency example: receive EUR 200, base GBP and approved rate 0.85. Stored base amount is GBP 170. The invoice allocation still uses EUR amounts; it is not a conversion to a GBP invoice.
Use plain decimal digits, such as 1234.56, rather than a currency symbol or thousands separator. Scientific notation and negative values are not accepted by the decimal fields. See Currencies and precision.
4. Save and verify
- Search for any existing entry of the same real receipt before saving.
- Check customer, unit, method/date/reference, currencies, rate and amount.
- Select Save draft receipt.
- The application opens Payment details with a generated payment number and Draft status.
- Check Amount 200, Allocated 0, Available 200 for the running example, plus the correct base amount.
The customer receipt does not contain an invoice ID at creation. Save does not post, allocate or reduce a bill. Continue with Review and Post receipt.
Recovery
| Message / symptom | Action |
|---|---|
| Business unit lookup requires business-unit.view | Ask for lookup access; use Retry business units after resolving it |
| Customer lookup requires customer.view | Resolve customer lookup access, then select the actual customer |
| Complete required fields and check… | Check selections, required base currency, decimal formats and lengths |
| LEDGER_BASE_CURRENCY_CONFLICT | Ask Accounts/admin to review active ledger settings and supplied currency |
| The receipt may have been created | Use Check payments, search the evidence/reference, inspect existing record before any retry |
An uncertain response blocks immediate re-saving in the form. Opening another tab is not a safe way to force creation. There is no ordinary receipt editor after saving; see Cancel and correct for Draft mistakes.