How do I record a customer payment in Kontuly?
In Kontuly, the best way to record a customer's payment is to match the deposit to the invoice when it appears in Banking. For cash, cheques, or if you don't import bank statements, open the invoice and click Record payment instead (use one way or the other for each payment, never both).
To record a payment by hand:
- Open the invoice. In Invoices, click it (or hover and click the dollar icon).
- Click Record payment.
- Choose the Bank account the money went into.
- Check the Date. Use the day the money arrived. It can't be before the invoice's issue date.
- Check the Amount. It starts at the full balance due; lower it for a part payment.
- Click Record payment. You'll see Payment recorded.
The payment moves the money into the bank account and reduces what the customer owes. When the full amount is in, the invoice changes to Paid by itself.
Matching in Banking instead
When the deposit shows up in your imported bank transactions, click its match icon and tick the invoice. One deposit can pay several invoices. This records the payment on the bank line's date and amount, so nothing is typed twice.
If you recorded the payment by hand first, don't code the deposit again when it's imported: in the match window, choose it under Payments already recorded to link the two.
What about part payments?
Record as many payments as you need. Until the balance is cleared, the invoice shows Part paid and the Balance due. No payment can be more than what's still owing.
How do I undo a payment?
Payments can't be edited. Open the invoice and click the bin icon next to the payment in its Payments list, then Remove. A payment marked matched has no bin: use Unassign (reverse) on its bank line in Banking instead.
A payment dated on or before your lock date (the date before which your books can't change), or one in a finished bank reconciliation, can't be removed until you change the lock date or undo the reconciliation.
Does a payment affect my BAS?
If you report GST on the cash basis, the invoice's GST is counted in the period the customer pays, in proportion to the payment. On the accruals basis it was already counted on the issue date. Check with your accountant or registered BAS agent which basis you use.
Related questions
- How do I create and send an invoice in Kontuly?Write an invoice in Kontuly as a draft, check it with Preview, then approve it to record the sale and email it to your customer with the PDF attached.
- How do I void or cancel an invoice in Kontuly?Void an invoice in Kontuly when it should never have been issued, or raise a credit note when the customer is owed some of it back. When each one fits.
- How do I send a customer statement in Kontuly?Create a customer statement in Kontuly showing invoices, payments and what's still owing, with ageing, then preview it, save the PDF or email it.
- How do I match a bank payment to an invoice or bill in Kontuly?Match money in to a customer's invoice, or money out to a supplier's bill, on Kontuly's Banking screen, including one payment covering several invoices.
More about quotes, invoices and customers
- How do I add a customer or supplier in Kontuly?Add customers and suppliers to Kontuly's Contacts list, choose whether each is a customer, supplier or both, and archive the ones you no longer use.
- How do I give a customer a credit note in Kontuly?Raise a customer credit note from an invoice in Kontuly to refund or reduce what a customer owes, then apply the credit to an invoice or pay it back.
- How do overdue invoice reminders work in Kontuly?Kontuly emails customers when an invoice is overdue, at 7, 14 and 21 days to start with. Change the timing and wording, or turn reminders off.
- How do I set up email in Kontuly to send invoices?Connect Kontuly to your own email account with SMTP so it can email invoices, quotes, statements and reminders. Settings for Gmail, Outlook and other providers.
- Can I change invoice numbers in Kontuly?Kontuly numbers invoices INV-0001, INV-0002 and so on, never reusing a number. How numbering works, and why drafts and voided invoices keep theirs.