Receipt terms, numbers and statuses
Customer receipt lifecycle
| Status | Meaning for a customer receipt | Current action |
|---|---|---|
| Draft | Recorded but not posted for allocation | Review, Post receipt or Cancel receipt |
| Posted | Posted with no money allocated yet | Allocate to invoice when Available > 0 |
| Partially allocated | Some receipt money applied, some still available | Allocate to another compatible invoice |
| Allocated | Receipt Available reached zero | Read and reconcile |
| Cancelled | Draft abandoned; history retained | Read; no restore action here |
Other recognised status values include In process, Failed, Reversed and Refunded. Their presence in a filter/model does not create a customer-workspace retry, refund or reverse button. Use the owning workflow/support procedure for such records.
Payment status and invoice status are different
| Receipt result | Invoice result | Explanation |
|---|---|---|
| Receipt for 200 is Allocated | Invoice 327.60 is Partially paid, due 127.60 | All of this receipt was used, but it did not clear the bill |
| Receipt for 400 is Partially allocated, Available 72.40 | Invoice 327.60 is Paid | The bill is cleared, but receipt money remains |
| Receipt for 200 is Posted | Invoice remains due 327.60 | No allocation yet |
Never infer an invoice is Paid solely because one receipt is Allocated.
Terms used in the screens
| Term | Meaning | Example |
|---|---|---|
| Receipt / Customer payment | Record of money received | Actual transfer of 200 |
| Amount | Original receipt value in transaction currency | 200.0000 GBP |
| Base amount | Receipt value converted using its saved rate | 170.0000 GBP for EUR 200 at 0.85 |
| Allocated | Total applied from this receipt to invoices | 150.0000 |
| Available | Unallocated receipt balance | 50.0000 |
| Invoice amount due | Balance still owed on the selected bill | 127.6000 |
| Reference | External evidence or receipt reference entered by staff | FPS-77812 |
| Method | How the money was received | Bank transfer |
IDs versus human references
| Reference | Example | Use |
|---|---|---|
| Generated payment number | PAY-… | Searchable receipt identifier; generated, not typed on creation |
| Payment ID | 601 | Numeric record ID in /payments/601 |
| Customer code | CUST-0042 | Customer lookup |
| Customer Partner ID | 42 | Trading relationship used by matching and advanced filters |
| Party ID / Customer profile ID | Different records | Do not substitute for Partner ID |
| Invoice number | INV-A1B2C3D4 | Invoice selector/search |
| Invoice ID | 501 | Allocation table's numeric target reference |
Numbers and IDs here are invented. Payment numbering is generated for the tenant; do not infer an actual record ID or accounting sequence from the displayed number.
Types and owning modules
The current customer API searches Customer payment records and checks that type for detail/actions. Customer refund, Donation receipt and Expense payment are recognised model values, but their labels do not enable those operations in this workspace. The register's older broad description does not change that boundary.