How to Add and Link Receipt and Payment Vouchers to Sales Invoices

Explanation of Adding a Debit Receipt or Credit Receipt for the Customer and Linking it to Sales Invoices

The Qoyod system provides the ability to manage customer payments precisely through customer receipts, whether to collect amounts for issued sales invoices, or to return amounts to the customer when canceling or returning an invoice.

What is a Customer Receipt?

Customer Receipt is a financial document used in one of two cases:

• Debit Receipt: To prove receipt of an amount from the customer against sales invoices issued to them.

• Credit Receipt: To return an amount to the customer in case:

  • Returning a sales invoice.

  • Recovering a payment the customer has already made.

Steps to Add a Debit or Credit Receipt for the Customer

1) Accessing Customer Receipts

• From the Sales dropdown menu

• Select Customer Receipts

• Click on Create New Receipt

2) Filling in Receipt Data

When opening the receipt creation page, enter the following information:

• Reference Number
  Appears automatically with a sequential number, and you can edit it manually if needed.

• Entity Name (Customer)
  Select the customer from the list of previously added customers.

• Account
  Specify the collection or payment account (such as: bank account, cash).

• Receipt Type

  • Debit Receipt

  • Credit Receipt

• Receipt Description
  Optional field to write a brief explanation.

• Date
  Specify the receipt date.

• Amount
  Enter the receipt value (can be full or partial).

• Alert: To be able to link the receipt to an invoice, the receipt currency must match the invoice currency exactly, as invoices will only appear in the same currency.

3) Allocating and Linking the Receipt to Invoices During Creation

You can link the receipt to invoices in two ways:

• Automatic Allocation by Invoice Age
  When enabling the option (), the receipt amount is automatically distributed to the customer’s invoices by age.
  Note: This option is only available on the Web version and does not appear in the mobile app. If the customer asks about it from the app, direct them to use the browser (Chrome/Safari) on mobile to open Qoyod from the web.

• Manual Allocation
  When the option is not enabled, you can:

  • Select a specific invoice from the list below.

  • Specify the amount to allocate to each invoice.

One receipt can be distributed across multiple invoices for the same customer.

4) Attachments: You can attach document images (such as transfer screenshots) from the Attachments tab at the bottom of the creation page.

• 5) Additional Information (Optional)

• You can link the receipt to:

  • Project

  • Additional Fields
    (after setting them up from: Settings → Additional Fields)

5) Save the Receipt

• Click Save

• You will be automatically taken to the Receipt Management page

• Once you click “Save”, the system automatically creates a journal entry that you can track through reports and then through “Journal.”

• You can:

  • View receipts

  • Filter them (all receipts / customer receipts / vendor receipts)

  • Export receipts to Excel through the “Export” option at the top of the receipts page.

6) Linking the Receipt to a Sales Invoice After Saving

If a customer receipt is added without being linked to any invoice, it will appear with a status of “Unused” or if only part of the receipt is allocated to an invoice, it will appear with a status of “Partially Used” and you can allocate it to an invoice by going to Sales, then Customer Receipts, then clicking the “Payment” option next to the receipt and choosing either “Automatically allocate the receipt by invoice age” or clicking on the invoice number you want to allocate it to and entering the amount to allocate, and the receipt status will change to “Used” or “Partially Used” if it was not fully allocated

Receipt Management (Editing, Attachments, and Download)

The system provides high flexibility in dealing with receipts after saving:

• Editing Receipts:

  • If the receipt is “Unused”: You are allowed to edit all data (amount, entity, date, account, etc.).

  • If the receipt is “Used” (linked to an invoice): You can edit the date, description, attachments, and account. However, if you want to edit the amount or customer, you must first “unlink the receipt” from the business document.

• Adding Attachments Later: You can go to the “View” option next to the receipt, then scroll down the page and click the “Pin” icon next to the comments box to add your files.

• Sharing the Receipt: You can download the receipt as a PDF with your entity’s identity and logo from the receipts list, then send it to the customer manually via WhatsApp or email.

Accounting Impact of Customer Receipt

• Upon creating and saving the receipt:

  • An automatic journal entry is created immediately.

  • It can be viewed from:

    • Reports → Journal

    • With the ability to print the entry from the print icon.

• When allocating the receipt to an invoice:

  • No new journal entry is created.

  • Allocation is only intended to:

    • Link the receipt to the invoice.

    • Change the status of the receipt and invoice.

Receipt Statuses in the System

The receipt status appears in the customer receipts list as follows:

• Unused
  It has not been allocated to any invoice.

• Partially Used
  Part of the receipt amount has been allocated and part remains unallocated, and it can be used later.

• Used
  The entire receipt amount has been allocated to invoices.

Impact of Receipt on Sales Invoice Status

After allocating the receipt, the invoice status changes as follows:

• Paid
  When the full invoice value is covered.

• Partially Paid
  When part of the invoice value is paid.

• Approved
  In case no receipt is allocated to it.

Deleting a Customer Receipt

• The receipt can be deleted in all cases (unused / partially used / used).

• When deleting the receipt:

  • The associated journal entry is automatically deleted.

  • The journal entry number remains reserved and cannot be used again.

  • The customer’s balance returns to what it was.

  • The status of related invoices changes to:

    • Approved

    • Or Partially Paid (if other receipts exist).

Handling Overpayments from the Customer

If the customer pays an amount greater than the invoice value, you have two options:

• Advance Payment
  Leave the unallocated amount and use it later to pay upcoming invoices.

• Refund the Amount
  Create a credit receipt for the customer with the excess amount in case:

  • The excess was a mistake.

  • Or a sales invoice was returned.

User Permissions on Customer Receipts

Receipt permissions can be controlled through:

Settings → Users → Manage Positions
Then set the following permissions against Customer Receipts:

• Create

• Edit

• Approve

• Delete

Training Course

Practical explanation of how to add receipts and link them to previous invoices:
https://www.youtube.com/watch?v=6oeLkzK5NKU&list=PLFxruNicnasPRuNEdfXU1417xKNxZt9GI&index=10

Important Note: Receipts in the system are exclusively designed to handle transactions with customers and vendors (collection and payment). Other financial operations that are not linked to a specific customer or vendor are recorded through manual journal entries, through: Accounting ← Manual Journal Entries ← Add New Journal Entry

The most prominent of these operations are:

• Employee Advance, payment of cash amount to an employee or settlement of their advance

• Owner Withdrawal, withdrawal of a personal amount from the cash box

• Transfer Between Cash and Bank, deposit or cash withdrawal

• Direct Cash Expenses, such as rent, electricity, and others

• Capital Addition, injecting new capital into the entity

  Frequently Asked Questions (FAQ)

• Q: How do I link a receipt I added earlier without allocation?

  • A: Go to Customer Receipts, and click on the “Payment” option next to the receipt, then select the invoice you want to allocate it to.

• Q: Does the journal entry number disappear when I delete the receipt?

  • A: Yes, the entry is deleted, and its number remains “reserved” in the system to ensure sequence continuity and cannot be reused for another receipt.

• Q: Can I edit a receipt linked to an invoice?

  • A: Yes, you can edit most of the data, but to edit the “Amount” or “Customer Name”, you must first unlink it from the invoice.

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