Batch Receipt Entry
Batch Receipt Entry
Batch Receipt Entry allows you to process customer payments against multiple outstanding Sales Invoices in a single batch. It creates individual Payment Entry records for each invoice and optionally submits them automatically.
This is the counterpart to Batch Payments (Payment Run), which handles outgoing payments to suppliers.
Key Features
Batch Multiple Invoices - Fetch and group outstanding Sales Invoices from one or more customers into a single receipt
Automatic Payment Entry Creation - Creates individual Payment Entries for each invoice on submit
Auto-Submit Option - Optionally submit all Payment Entries automatically
Rebate Support - Apply a percentage-based rebate deduction to each Payment Entry (e.g., for trade rebates)
Partial Payments - Specify custom received amounts per invoice (less than or equal to outstanding)
Creating a Batch Receipt Entry
Step 1: Create the Document
Go to the search bar and type Batch Receipt Entry, then click + Add Batch Receipt Entry.
Fill in the required fields:
Field | Description |
|---|---|
Company | The company receiving the payment |
Posting Date | The date of the receipt |
Company Bank Account | The bank account where payment is being received |
Reference Date | The date on the payment reference (e.g., bank statement date) |
Reference | A reference number (e.g., cheque number, bank transfer reference) |
Step 2: Fetch Outstanding Invoices
Click the Fetch Outstanding Invoices button. A dialog appears where you can filter invoices by:
Customer - Filter to a specific customer
Customer Group - Filter by customer group
Due Date - Show invoices due on or before this date
PO Number - Search by purchase order number
Select the invoices you want to include and click Fetch. The invoices are added to the Outstanding Invoices table, sorted by customer.
Step 3: Review and Adjust Amounts
Each invoice row shows:
Column | Description |
|---|---|
Sales Invoice | Link to the original invoice |
Customer | The customer who owes the payment |
Due Date | When the invoice is due |
Outstanding Amount | The remaining unpaid amount (read-only) |
Received Amount | The amount being received (editable, defaults to full outstanding) |
You can adjust the Received Amount for partial payments. It must be greater than zero and cannot exceed the outstanding amount.
Step 4: Enable Rebate (Optional)
If the customer deducts a trade rebate from their payment (e.g., Rebel Sports takes a 10% rebate on all invoices), enable the rebate feature:
Tick Enable Rebate
Enter the Rebate Percentage (e.g., 10)
Select a Rebate Account (a contra-revenue or expense account in company currency)
Optionally set a Rebate Cost Center (defaults to company cost centre if left blank)
When rebate is enabled, each Payment Entry will include a deduction row for the rebate amount. The accounting follows the same pattern as early payment discounts in NexWave:
The invoice is fully allocated (e.g., $1,000)
The paid/received amount is reduced by the rebate (e.g., $900 goes to bank)
The rebate amount is posted as a deduction to the rebate account (e.g., $100)
Rebate is only supported when the bank account currency matches the company currency. Foreign-currency bank accounts with rebate enabled will show a validation error.
Step 5: Submit
Check the Automatically submit payment entries option if you want Payment Entries to be submitted immediately. Otherwise, they will be created as drafts for manual review.
Click Submit to process the batch.
After Submission
Payment Entry Summary
After submission, a Receipt Summary section appears showing all created Payment Entries with their status, customer, received amount, and linked invoices.
Creating Payment Entries Later
If you submitted without auto-submit, you can create Payment Entries later using the Actions > Create Payment Entries button on the submitted document.
Totals Section
The totals section shows:
Field | Description |
|---|---|
Total Outstanding Amount | Sum of all invoice outstanding amounts |
Total Received Amount | Sum of all received amounts entered by the user |
Actual Received Amount | Sum of received amounts from submitted Payment Entries |
Total Rebate Amount | Sum of rebate deductions from submitted Payment Entries (only shown when rebate is enabled) |
Both Actual Received Amount and Total Rebate Amount update automatically when Payment Entries are submitted or cancelled.
Cancellation
To cancel a Batch Receipt Entry, all linked Payment Entries must be cancelled first. The system will show an error listing any uncancelled Payment Entries if you try to cancel the batch before them.
Validation Rules
Rule | Description |
|---|---|
All invoices must be in the same currency as the bank account | Cross-currency receipts are not supported |
Received amount must be > 0 per invoice | Cannot process zero-amount receipts |
Received amount cannot exceed outstanding amount | Cannot overpay an invoice |
Rebate percentage must be between 0 and 100 | When rebate is enabled |
Rebate account must be in company currency | Required for correct GL posting |
Rebate account and cost centre must belong to the selected company | Server-side validation prevents cross-company data |
Related Documentation
Batch Payments (Payment Run) - Processing outgoing supplier payments in batches
Accounts Receivable - Customer statements and receivables management
Bank Reconciliation Tool - Reconciling bank transactions
Accounting - Accounting overview