This guide explains how to collect a single payment from a customer and allocate it across multiple outstanding invoices using the Customer Ledger workflow.
When to use
- A customer has multiple open invoices and gives you one combined payment.
- You want to settle as many invoices as possible with the received amount (oldest invoices first) or choose invoices manually.
Prerequisites
- You must have access to Manage Customers and Customer Ledger functionality (appropriate user role/permission).
- The customer must exist in the system and have open/unpaid invoices visible on their ledger.
Step-by-step Guide
1. Open the customer list
Go to Business Sales → Manage Customers. Locate the customer row — the Payment due column shows the customer’s total outstanding amount.
2. Open the customer profile
Click the customer (or the Edit/Open button) to open their profile page.
3. Open the Customer Ledger
From the customer profile tabs, click Cust. Ledger. The ledger shows all ledger entries (sales and payments) and the current running balance.
4. Start a bulk collection
Click Collect due Payment (top-right on the Cust. Ledger view). A collect-payment panel or form appears.
Enter payment details
- Payment Amt. — enter the total money collected from the customer.
- Comment — optional note (e.g., “Due payment collected”).
- Payment Mode — select Cash / EFTPOS / Bank Transfer / Paytm / Cheque / Others / Loyalty Points.
- Payment Date/Time — adjust if needed.
5. Review the ‘Amount to Settle’
Ensure the Payment Amt. is fully allocated to invoices (Amount to Settle = 0.00) unless you intentionally want to leave unallocated credit.
6. Auto Select (recommended)
Click Auto Select to automatically tick invoices starting from the oldest. The system continues until the payment amount is exhausted. If the payment doesn’t fully cover the next invoice, partial settlement will occur.
7. Manual selection / adjustments
- Manually select/deselect invoices using the checkbox in the left column.
- Edit the Collecting field per invoice for partial amounts.
8. Save the collection
Click Save to record the payment. The ledger updates and the customer’s running balance decreases accordingly.
9. After saving
- Export ledger or receipt as .PDF / .XLS.
- Optionally send receipt via Email or SMS (if configured).
Example
- Customer total due: 210.81 AUD.
- Received: 100.00 AUD.
- After Auto Select → system settles oldest invoices up to 100.00 AUD.
- Remaining due: 110.81 AUD.