Receive Customer Payments with Batch Receipt Entry

Use Batch Receipt Entry to apply customer receipts against several outstanding Sales Invoices in one controlled batch. NexWave creates one linked Payment Entry for each invoice, which gives you a clear audit trail from the receipt batch to the invoices and the bank transaction.

This workflow supports full and partial payments, several customers in one batch, optional trade rebates, draft review, automatic submission, large-batch processing, and safe retry when background processing fails.

Batch Receipt Entry overview showing the receipt header, outstanding invoices, receipt summary, and totals

When to use this workflow

Use Batch Receipt Entry when:

One customer payment covers several invoices.
Several customer receipts need to be processed together.
You need a separate Payment Entry for each invoice.
A customer pays part of an invoice.
An agreed trade rebate must be recorded with the receipt.

Use another workflow when:

Situation	Recommended workflow
A payment has already been recorded and only needs to be allocated	Use Payment Reconciliation.
A customer paid more than the invoices being settled	Process the invoice amounts in the batch, then record the extra amount as a separate unallocated Payment Entry. Allocate it later with Payment Reconciliation.
You need to record one straightforward payment against one invoice	Use a normal Payment Entry.
You need to record a customer refund, write-off, or Credit Note	Use the relevant refund, write-off, or Credit Note workflow.

Before you start

You need:

Permission to create and submit Batch Receipt Entry records and to create Payment Entries.
Submitted Sales Invoices with outstanding balances.
A Company Bank Account for the account that received the money.
The bank or remittance reference.
The receipt date for Posting Date and Reference Date.
The amount received against each invoice. Remove an unpaid invoice row rather than entering zero.
For rebates, a valid Rebate Account and Rebate Cost Center for the selected company.

The selected Company Bank Account sets Currency. Every invoice in one batch must use that same currency. If you change the bank account to one with a different currency after adding invoices, NexWave asks before clearing the existing invoice rows.

Step 1: Create the batch

In the search bar, search for Batch Receipt Entry and click + Add Batch Receipt Entry.

Complete the receipt header:

Field	What to enter
Company	The company receiving the money.
Posting Date	The accounting date for the receipt. An invoice dated after this date cannot be selected.
Company Bank Account	The bank account where the money was received.
Currency	Set automatically from the selected bank account.
Reference Date	The date on the bank statement, remittance, cheque, or other receipt evidence.
Reference	A traceable bank, remittance, cheque, or deposit reference. If left blank, the batch number is used on the linked Payment Entries.

Save the draft before fetching invoices.

Step 2: Fetch outstanding invoices

Click Fetch Outstanding Invoices.

Use the dialog filters to narrow the list:

Filter	When to use it
Name	Find a specific Sales Invoice number.
Payment Due Date	Include invoices due on or before a date.
Customer	Find invoices for one customer.
Customer Group	Find invoices for a group of customers.
Customer's Purchase Order	Find invoices from the customer's purchase order reference.
Company	Confirm the invoices belong to the batch company.

If the Customer filter does not find a familiar customer name, search with the customer ID. In the results, use the customer name and invoice details to confirm that you selected the intended records.

Payment Due Date defaults to the batch Posting Date and includes invoices due on or before that date. Change or clear it when you are recording a valid early payment for an invoice that is not due yet.

Tick the invoices you want and click Fetch.

Select Sales Invoice dialog with due date, customer, customer group, purchase order, and company filters

Step 3: Add an invoice manually, if needed

Use Fetch Outstanding Invoices for most batches. To add one invoice manually, add a row under Outstanding Invoices and select Sales Invoice.

The picker can find an eligible invoice by invoice number, Customer, Customer Name, or the customer's purchase order reference. An invoice is eligible only when it:

Is submitted and still has an outstanding balance.
Belongs to the selected Company.
Uses the batch Currency.
Has a posting date on or before the batch Posting Date.
Is not a return invoice.
Is not already included in Outstanding Invoices.

After selection, NexWave fills Customer, Customer Name, Due Date, Currency, Outstanding Amount, and Received Amount.

Step 4: Review the invoice rows

Review every row under Outstanding Invoices before submitting:

Column	What to check
Sales Invoice	The invoice being settled. Open it if you need to confirm the detail.
Customer	The customer ID linked to the invoice.
Customer Name	The readable customer name. Use this to confirm the customer when the ID is unfamiliar.
Due Date	The invoice due date.
Currency	Must match the batch Currency.
Outstanding Amount	The unpaid invoice balance.
Exchange Rate	The rate carried from the invoice for currency calculations. Review the generated Payment Entry carefully for a foreign-currency receipt.
Received Amount	The amount to allocate to this invoice.

For a full payment, leave Received Amount equal to Outstanding Amount.

For a partial payment, reduce Received Amount to the amount paid. The remaining invoice balance stays outstanding.

If no money was received against an invoice, remove that row. Received Amount must be greater than zero.

Do not enter an amount above Outstanding Amount. Batch Receipt Entry does not create an unallocated customer credit. Record the extra amount separately as an unallocated Payment Entry after processing the invoice portion.

Step 5: Add a rebate, if needed

Use the rebate fields only when the customer has deducted an agreed trade rebate from the amount sent to the bank.

Tick Enable Rebate.
Enter Rebate Percentage.
Select Rebate Account.
Select Rebate Cost Center, if required. If it is blank, NexWave uses the company's default cost centre when one is configured.

Batch Receipt Entry rebate settings with the percentage, account, and cost centre

For each linked Payment Entry, NexWave allocates the row's Received Amount, reduces the amount posted to the bank by the rebate, and records the rebate through the selected account and cost centre. The invoice is fully allocated only when Received Amount equals Outstanding Amount.

Rebates are supported only when the receipt currency matches the company currency. Rebate Percentage must be greater than zero and no more than 100. The rebate account and cost centre must be valid non-group records for the selected company, and the account must use the company currency.

Step 6: Choose how Payment Entries are submitted

Decide whether to tick Automatically submit payment entries before submitting the batch.

Option	Result
Ticked	NexWave creates and submits the linked Payment Entries. Use this after checking the invoice selection, receipt amounts, rebate, dates, bank account, and reference.
Unticked	NexWave creates draft Payment Entries. Use this when the payment records need a second review before they affect customer balances and the bank ledger.

Click Submit.

Smaller batches are normally processed while you submit the document. When the form reports Background Processing Started, the batch has been queued and you can safely close the tab while Payment Entries are created. Follow the message shown by NexWave because the processing threshold may change between releases.

Step 7: Monitor a large batch

For a batch processed in the background, review Payment Entry Creation:

Field or status	Meaning
PE Creation Status: Queued	The batch is waiting for a background worker.
PE Creation Status: In Progress	NexWave is creating the Payment Entries.
Progress	Shows how many Payment Entries have been created.
PE Creation Status: Completed	All eligible invoice rows have linked Payment Entries.
PE Creation Status: Failed	Processing stopped and needs review or retry.
PE Creation Error	Shows the recorded failure message for an administrator or support consultant.

Keep the form open if you want to see progress update live, or reopen it later to check the final status.

Completed confirms that Payment Entry creation has finished. It does not mean those Payment Entries were submitted. When Automatically submit payment entries was unticked, the linked entries remain Pending until you review and submit them.

If processing fails:

Confirm which Payment Entries already appear under Receipt Summary.
Correct the cause of the failure where possible.
Select Actions > Retry Payment Entry Creation.
Wait for PE Creation Status to become Completed.

Retry processing checks for invoices that already have an active Payment Entry from the batch and skips them. It creates only the missing Payment Entries.

Step 8: Review the results

After processing, review Receipt Summary and Totals.

Receipt Summary showing linked Payment Entries, customers, received amounts, and invoices

Under Receipt Summary, check:

Every intended invoice has a linked Payment Entry.
The Customer and Received Amount are correct.
Each invoice link and allocated amount are correct.
Payment Entries show Completed when they have been submitted, or Pending when they remain in draft.

Under Totals, check:

Field	What it confirms
Total Outstanding Amount	The original outstanding balances of all invoice rows in the batch.
Total Received Amount	The total entered across Received Amount.
Actual Received Amount	The net amount represented by submitted Payment Entries. Draft or cancelled Payment Entries are not included. Rebates and eligible discounts can make this differ from Total Received Amount.
Total Rebate Amount	The rebate deductions recorded on submitted Payment Entries when rebates are enabled.

If Automatically submit payment entries was unticked, open every draft Payment Entry, check its accounts, dates, reference, invoice allocation, and amount, then submit it. Reopen the batch and confirm Actual Received Amount has updated.

Step 9: Reconcile the bank transaction

When the receipt appears as a Bank Transaction, use the Bank Reconciliation Tool to match it to the submitted Payment Entries created by the batch.

If one bank statement line represents several Payment Entries, select the related records until the deposit is fully allocated. Confirm the Deposit, Allocated Amount, and remaining unallocated amount before completing the match.

A submitted Payment Entry updates the customer and bank ledgers. It does not, by itself, confirm that the bank statement line has been reconciled.

Correct or cancel a batch

Use the correction path that matches the problem:

Problem	Safe correction path
The bank match is wrong but the Payment Entries are correct	Unreconcile the bank transaction, keep the Payment Entries, then match the correct transaction.
A draft Payment Entry is wrong	If the batch instructions are correct, correct it before submission and recheck the batch totals. If the batch itself is wrong, delete the draft Payment Entries, then cancel and amend the batch.
A submitted Payment Entry has the wrong amount, date, bank account, or invoice allocation	Unreconcile it from the bank transaction, cancel it, then cancel and amend the batch if the batch instructions were wrong.
The batch contains the wrong invoices or receipt amounts	Unreconcile linked payments where required. Cancel submitted Payment Entries and delete draft Payment Entries. Then cancel and amend the Batch Receipt Entry.
The customer paid more than the selected invoices	Keep the batch amounts at or below each invoice balance. Record the extra amount separately as an unallocated Payment Entry.

NexWave will not cancel a Batch Receipt Entry while any linked Payment Entry is still draft or submitted. Cancel submitted Payment Entries and delete draft Payment Entries first, then cancel the batch. Cancelling the batch does not reverse the linked payments automatically.

Final review checklist

Before closing the workflow, confirm that:

The page indicator or PE Creation Status confirms Completed.
Every intended invoice appears in Receipt Summary.
All Payment Entries that should affect the ledger are submitted.
Actual Received Amount agrees with the submitted payments.
Any expected rebate appears in Total Rebate Amount and uses the correct account and cost centre.
Partial payments leave the intended invoice balance outstanding.
Any overpayment is recorded separately as an unallocated customer payment.
The bank transaction is fully reconciled to the correct Payment Entries.

Troubleshooting

Issue	What to check
Fetch Outstanding Invoices returns no records	Check Company, Payment Due Date, Customer, and Customer Group. Confirm the invoice is submitted, outstanding, dated on or before Posting Date, and uses the batch currency.
The Customer filter does not find a familiar customer name	Search with the customer ID. Use the result columns to confirm the customer name, or add the invoice row and search by invoice number, customer ID, customer name, or purchase order reference.
A Sales Invoice does not appear in the manual picker	Confirm it is submitted, outstanding, not a return, belongs to the selected company, uses the batch currency, is dated on or before Posting Date, and is not already in the table.
Changing Company Bank Account clears invoice rows	The new bank account uses a different currency. Confirm the prompt, then fetch invoices in the new currency.
Received Amount is rejected	It must be greater than zero and cannot exceed Outstanding Amount.
The customer paid more than the invoice balance	Process no more than the invoice balance in the batch. Record the extra amount separately as an unallocated Payment Entry.
Payment Entries show Pending	They are drafts. Review and submit them if they should affect the ledger.
Actual Received Amount is lower than Total Received Amount	One or more Payment Entries may be draft, cancelled, missing, or failed. A rebate or eligible discount can also reduce the net received amount. Review Receipt Summary, PE Creation Status, and the submitted Payment Entries.
PE Creation Status stays Queued or In Progress	Refresh the form after a short wait. If it does not progress, ask an administrator to check the background worker and error log. Do not submit a duplicate batch.
PE Creation Status is Failed	Review PE Creation Error, correct the cause, then use Actions > Retry Payment Entry Creation.
Rebate validation fails	Confirm the receipt uses company currency, Rebate Percentage is valid, and the account and cost centre belong to the selected company.
The batch cannot be cancelled	Unreconcile first where required. Cancel submitted linked Payment Entries and delete linked drafts. Then cancel the Batch Receipt Entry.
The bank deposit does not match the batch total	Compare the statement amount with submitted Payment Entries, not only Total Received Amount. Check for drafts, rebates, partial receipts, and a separate overpayment.
An invoice balance changed after it was fetched	Another receipt may have changed the outstanding amount. Rebuild the batch from current invoices rather than forcing a stale allocation.