Receive payments

When a customer pays, you record the money on the invoice it pays. Verasol books it straight away: the money goes into the bank account you choose, and the customer's receivable goes down by the same amount. The invoice then shows Partially paid or Paid. One transfer for several invoices is recorded once, as one receipt that settles all of them. Money that arrives before the invoice, or that is not for one invoice, is recorded as a receipt on account and applied to the invoice later.

Record a payment on an invoice#

1. Open the invoice from Invoices › Sales Invoices. Only an issued invoice with a balance due can take a payment; a draft has to be issued first.
2. Click Record Payment. A panel opens on the right, with the Balance Due at the top.
3. Check the Payment Date, the day the money was received.
4. Check the Amount. Verasol fills in the balance due; for a part payment, type what was received. The amount can't be more than the balance due.
5. Choose the Payment Mode: Cash, Cheque, Bank Transfer, Card or Other.
6. Choose the Bank Account the money was received in. Verasol preselects your primary bank account when it is in the invoice's currency.
7. Add the Transaction Reference from the bank or the cheque, and Notes if you like.
8. Click Record Payment.

1 Balance Due, 2 Amount, 3 Payment Mode, 4 Bank Account, 5 Record Payment.

The payment is recorded and posted at once. The invoice shows Paid when nothing is left, or Partially paid with the new balance due. To record payments, your role needs the permission Payments (record and void).

What Verasol books#

When Ghafwood Hospitality paid invoice INV-2026-0184 of AED 14,700.00 by bank transfer, Verasol posted this journal entry:

The bank line goes to the account linked to the bank account you chose. A receipt books no VAT: the VAT was booked when the invoice was issued.

An invoice in another currency#

Type the Amount in the invoice's currency. Leave the exchange rate empty to use the rate published for the payment date (or the invoice's own rate when none is published), or type the rate you received. The difference with the invoice's rate is booked as an exchange gain or loss.

Cheques and post-dated cheques#

1. Choose Cheque as the Payment Mode.
2. Fill in the Cheque number and the Cheque date, the date written on the cheque.
3. Choose the Bank Account you will deposit it in, and click Record Payment.

1 Cheque number, 2 Cheque date, 3 the post-dated cheque note.

When the cheque date is later than the payment date, the cheque is a Post-dated cheque. The customer's invoice is settled on the payment date, but the money reaches your bank only when the cheque clears, on or after the cheque date. Until then, the cheque is kept under Banking › Post-dated cheques, where you record that it was deposited, cleared or returned. A cheque can be dated at most a year after the payment date. See Post-dated cheques.

For example, when Liwa Lantern Retail Group paid INV-2026-0198 of AED 32,676.00 on 23 September 2026 with a cheque dated 2 November 2026, Verasol posted:

When you record that the bank cleared the cheque, Verasol moves the amount from Post-dated Cheques Received to the bank account.

One payment for several invoices#

When a customer pays several invoices with one transfer or one cheque, record it once, as one receipt that settles all of them:

1. Open Payments in the main menu and click New Payment.
2. Keep Payment In and choose the Customer. The customer's open invoices appear under Invoices this receipt settles, oldest first, with what is still Open on each.
3. Enter the Amount received. Verasol allocates it to the oldest invoices first: each invoice takes what is left of the amount, up to its open balance.
4. If the customer told you which invoices the money is for, change the amounts under Allocate. Allocated shows the total, and On account what is left.
5. Fill in the Payment Date, the Mode and the Bank Account, and the bank's reference if you have it, and click Create Payment. The receipt is saved as a draft.
6. Click Post (the tick) on its row in Payments and confirm with Post Payment.

1 Payment In, 2 Customer, 3 Amount, 4 the customer's open invoices and the amount allocated to each, 5 On account, 6 Create Payment.

What you don't allocate stays on account as the customer's credit, exactly like an advance: apply it to a later invoice or refund it (see below). One receipt settles invoices in its own currency: the window takes AED; for invoices in another currency, open the full payment form with the link at the bottom of the window, choose the currency, and the customer's open invoices in that currency are listed the same way.

Once the receipt is posted, every invoice it settles shows Paid or Partially paid and lists the receipt in its activity. The receipt's page lists them under Invoices it settles.

What Verasol books for several invoices#

When Tidegate Real Estate Brokers paid AED 25,000.00 by bank transfer for INV-2026-0194 (AED 11,550.00, settled in full) and part of INV-2026-0200 (AED 13,450.00 of AED 17,640.00), Verasol posted one journal entry:

There is one bank line, so the one transfer on the bank statement matches one line in Bank reconciliation. A part left on account is one more line on Accounts Receivable. For invoices in another currency, each invoice is relieved at its own rate, and the difference to the receipt's rate is booked as an exchange gain or loss.

Advances and money on account#

Use a receipt on account when a customer pays before you invoice, or pays an amount that is not for one invoice:

1. Open Payments in the main menu and click New Payment.
2. Keep Payment In and choose the Customer.
3. Fill in the Payment Date, the Amount, the Mode and the Bank Account, and the bank's reference if you have it. This window takes amounts in AED; for money in another currency, open the full payment form with the link at the bottom of the window.
4. Click Create Payment. The receipt is saved as a draft.
5. Click Post (the tick) on its row in Payments and confirm with Post Payment. Verasol runs its checks first and books the receipt.

1 Payment In, 2 Customer, 3 Amount, 4 Create Payment.

A receipt on account is booked to the bank and to the customer's receivable, where it stands as a credit the customer holds.

Apply the advance to an invoice#

When you issue the invoice, open it and click Record Payment. The panel lists the customer's Receipts on account in the invoice's currency. Click Apply next to the receipt and confirm. Nothing new is booked, because the receipt is already on the customer's receivable; the invoice's balance due goes down by the receipt.

When what is left of the receipt is more than the invoice's balance due, Apply settles the invoice in full and the rest stays on account for the customer's next invoice. The list shows what is still on account of each receipt, also of a receipt that already settles other invoices.

When the customer paid too much#

The amount recorded on an invoice can't be more than its balance due. Record the whole amount with New Payment in Payments instead: allocate the balance due to the invoice, and the rest stays on account. You can apply it to the customer's next invoice, or pay it back: open the customer's page and click Refund to customer (or Refund next to the receipt under Open credits). Verasol opens the payment form as a Refund to a customer (money out) for that customer (and that receipt, when you clicked Refund next to it); fill in the date, the amount, the mode and the bank account, and click Save and Post. If you reconcile your bank in Verasol, you can also book the bank line of the refund in Bank reconciliation as Refund to a customer.

Undo a payment#

A posted payment is never deleted. To undo a payment recorded by mistake, open Payments, click Void (the cross) on its row and confirm with Void Payment. Verasol reverses the payment's journal entry with an opposite entry, and the invoice is open again for that amount. A receipt that settles several invoices is voided as a whole: each invoice is open again for its part. A post-dated cheque that has already cleared can't be voided: if the bank returned it, record that it bounced under Post-dated cheques. See Payments.

Related#

• Sales invoices
• Credit notes
• Payments
• Post-dated cheques
• Bank reconciliation
• Dues and statements