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Customer: Receive Payments

You can create customer payments within Zubifi. A customer payment should be created when a customer sends you a payment such as for an open invoice. A sales receipt is used when you are both billing and receiving payment for services in a single transaction. An invoice and a payment should be created when you need to split these tasks into separate items. The customer payments are available in the Transactions area.

Creating a Customer Payment

To create a new customer payment click the PLUS icon in the upper right corner of the screen (beside the user icon). Then select “Receive Payment” from the menu under the “Customers” heading. Then make sure to select a contact (or create a new one) and fill out the other fields as appropriate. You can set the payment method and reference number for the payment as desired.

DOCUMENT NUMBER The document number is defaulted to an auto-generated value starting with PM00001 and incrementing by one. You can change this value to meet your own needs.

DEPOSIT ACCOUNT The selection in the “Deposit To” dropdown specifies where this payment should be saved. Unless you are immediately depositing the amount into a bank account the selection for this value should normally be the “Undeposited Funds” account which was created by the system when your company was created. The Undeposited Funds account tracks money that you have received but have not yet deposited into your bank account.

PAYMENT AMOUNT The Payment amount field specifies the amount of the payment in full. This is then used to apply against other items including open invoices and transaction fees.

OPEN INVOICES In this section you should mark invoices that you'd like to apply the incoming payment toward. You can split a payment across invoices and you can partially apply the payment to invoices. Just check the box beside the invoice and update the amount on the right side of the record based on your needs. You do not have to apply all of the incoming payment against invoices, but it's generally a good idea to avoid reconciliation issues later.

CUSTOM FIELDS Payments support custom fields that can be set under the Settings menu. You can add up to 20 custom fields that will be available to all payment transactions.

Transaction Fees

Normally you will not need to use the Transaction Fees area. The Transaction fees are only for fees incurred and at the time of purchase and that will not ever be sent to your bank account. (PayPal withdraws its fees before it sends you the funds for example.)

You can specify multiple fee line items if required, but keep in mind this is not an invoice or sales receipt. These are generally only used to account for monetary amounts that never came into your possession as an undeposited fund or amount in your bank account. If the fees are withdrawn from your bank account directly then DO NOT enter them in the Transaction fees. Those would be better classed as a Bill Payment or a Check.

Linked Items

If a payment is related to another document then the related documents will show at the bottom of the page. For example, if the payment was deposited then you would see the related deposit in the Linked Documents section.

Once a payment has a related document attached then it has limited items that can be changed without first unlinking it from the related document.

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customer/payments.txt · Last modified: 2019/09/30 16:26 by admin