Payments worked examples

Use a training tenant, invented receipt references and approved training invoices. The examples record financial documents; do not practise by duplicating a live customer's money.

Prepare the training account

• Existing Café Aroma Customer/Partner and Bright Home Supplies business unit.
• A Posted GBP invoice for 327.60 with no previous payment/credit for the main exercise.
• Payment view/create/post/allocate/cancel and invoice viewing permissions as needed.
• Customer/unit lookup access, usable read-only Ledger base currency setup and approved rates.
• Known actual application routes, including /payments/new for the creation form.

IDs here are placeholders: unit 3, Customer Partner 42, invoice 501. Copy actual IDs from your environment. If the Invoicing exercise already paid its bill, prepare another training invoice rather than trying to pay it twice.

Exercise 1: create, post and allocate two instalments

1. Farah creates receipt A

Open New customer receipt (/payments/new):

Field	Value
Business unit	Bright Home Supplies
Find customer / Customer	Search Aroma, select Café Aroma
Method	Bank transfer
Payment date	08/11/2026
Reference	TRAIN-FPS-77812
Transaction currency	GBP
Ledger base currency	GBP, loaded read-only
Amount	200.00
Exchange rate / date	1 / 08/11/2026
Notes	First instalment for training invoice

Select Save draft receipt. Note the generated number and ID, e.g. 601. Check: Customer payment/Draft, Amount 200, Base amount 200, Allocated 0, Available 200, No allocations.

If Ledger base currency is blank, stop the creation part and resolve setup. Do not treat this guide as a manual-override instruction.

2. Nadia reviews and posts A

Check evidence, customer/unit, method/date, currencies and amount. Select Post receipt → Confirm post.

Check: Posted, receipt Available 200, invoice still due 327.60. The separate reviewer is an example procedure, not a system-mandated approval signature.

3. Farah allocates A

Select Allocate to invoice, search the actual invoice number and choose invoice 501. Enter Amount 200 and Notes First instalment, then Allocate.

Check on receipt: one allocation to invoice ID 501 for 200, status Allocated, Available 0. Check on invoice: Paid / credited 200, Amount due 127.60, Partially paid.

4. Record actual receipt B

When the second real training payment occurs, create receipt B for 127.60 with its own date/reference TRAIN-CARD-221, method Card, GBP/GBP and rate 1. Save Draft, review, post, then allocate its full 127.60 to invoice 501.

Check: B Allocated, Available 0. Invoice Paid, Paid / credited 327.60 and Due 0. The two receipts' evidence must represent two real events; selecting Card does not actually capture funds.

Final reconciliation

Item	Expected
Actual receipts	200 + 127.60 = 327.60
Receipt allocations	A→501 200; B→501 127.60
Receipt available balances	Both 0
Invoice due	0
Physical dispatch	Separate Sales action, not performed by these steps

Exercise 2: one receipt settles two invoices

Prepare two compatible Posted GBP invoices due 327.60 and 172.40. Record/post one actual training receipt for 500.

1. Allocate 327.60 to the first invoice. Check: receipt Partially allocated, Available 172.40; first invoice Paid.
2. Reopen Allocate to invoice and select the second invoice. Allocate 172.40.
3. Check: receipt Allocated, Available 0; both invoices Paid.

The allocation table must contain two different Invoice IDs. Do not create two receipt records for one 500 transfer just because it covers two bills.

Exercise 3: excess money stays on account

Prepare a bill due 327.60 and record/post a receipt for 400. Allocate only 327.60 to that bill.

Check: bill Paid, receipt Partially allocated, Available 72.40. Search the customer/unit with Partially allocated to find it again. Leave the remainder available until instructions and another compatible invoice exist; the screen does not automatically refund it.

Exercise 4: advance before invoice

Record/post a 100 receipt for the customer before an invoice exists. Check: Posted, Available 100, no allocations. Later, when an intended compatible invoice for 327.60 is Posted, allocate 100. Check: receipt Allocated, invoice due 227.60.

No invoice is required at receipt creation, and no dummy bill should be created merely to hold the advance.

Exercise 5: foreign currency

Use an eligible EUR invoice due at least 150. Record receipt EUR 200, GBP base, rate 0.85 and approved rate date. Save, review and post.

Checkpoint	Expected
Receipt amount / base amount	EUR 200 / GBP 170
Allocate EUR 150	Base allocation GBP 127.50
Receipt Available after allocation	EUR 50
Invoice due reduction	EUR 150

A GBP invoice must not appear as a compatible target merely because GBP is the base. No allocation conversion is performed in the browser.

Exercise 6: cancel a wrong Draft

Create a separate Draft with an intentionally incorrect training amount 2,000 instead of 200. Confirm it is unposted. Cancel receipt → Confirm cancel. Check: Cancelled, retained amount history.

After checking for duplicate real receipt records, create a corrected Draft 200 with the proper training reference/context. The new generated number/ID differs. Do not attempt to restore or edit the cancelled Draft.

Exercise 7: understand the one-allocation-per-pair limit

In disposable training data only, post receipt 200 against a compatible bill due 327.60 and allocate only 100.

Check: receipt Available 100, bill due 227.60, existing pair A→invoice recorded. The same invoice is no longer offered for another allocation from that receipt. A direct duplicate is refused by the service.

This demonstrates the limitation, not a recommended remittance plan. Do not create a false second receipt to consume the remaining 100. Discuss any required correction with Accounts/support.

Exercise 8: read cash and existing credit separately

Use a training invoice 327.60 with payment allocations 200 and an existing effective credit 27.60. Check: Paid / credited 227.60, Due 100. Cash is 200, not 227.60.

This is a read-only credit interpretation exercise. Invoicing's current browser does not allow new credit-note create/post/cancel operations. Do not expose hidden controls to prepare this data.

Refusal checks

Try in training	Expected
Allocate a Draft receipt	No eligible action / state refusal
Allocate to a Draft or Paid bill	Not compatible
Allocate 250 from Available 200	Refused
Allocate 200 to a bill due 100	Refused
Choose a different customer or unit	Not compatible; server context check
Choose another transaction currency	Filtered out by browser
Allocate same receipt–invoice pair twice	Excluded/refused
Amount 0, negative or five decimal places	Validation failure
Cancel a Posted customer receipt	No generic Draft cancellation action

For errors, use Messages and FAQ. If a request times out, inspect the saved receipt/allocations before repeating anything.