Payments & Receipts

Receiving from customers#

A credit customer's balance is settled by receiving payment against their account — cash, bank transfer, or cheque. For corporate customers who pay a month of orders at once, bulk payment settles many open orders in one motion against one received amount, keeping each order's paid status honest instead of leaving a blob of unallocated money.

The customer's statement — every order, every payment, the running balance — is always current, whether they're a leaf account or a row in the contact sub-ledger.

Paying suppliers#

Supplier payables build up from purchases; payment vouchers clear them. The supplier's statement mirrors the customer side: invoices, payments, balance. Part-payments are normal — the balance simply says what remains.

Deposits and internal transfers#

Drawer cash deposited into the bank, and transfers between your own accounts, are contra movements — money changing pockets, not earnings or spending. Recording them promptly is what keeps custody balances honest: the cashier's custody empties when the deposit is recorded, not when the van leaves.

Aging: the report to actually read#

Receivables and payables both age. The receivable aging answers "who has owed us longest" — the collection call list, oldest first. The payable side answers "what must we pay this week". Ten minutes weekly with these two beats any amount of month-end heroics.

Unallocated money is a smell. If you receive an amount you can't yet match to orders or invoices, record it against the party and resolve the allocation quickly — balances made of mystery lumps defeat the whole point of party statements.