---
title: "Receipts & Payments"
description: "A receipt is money a customer pays you. A payment is money you pay a supplier."
---

> Documentation Index
> Fetch the complete documentation index at: https://docs.beelocity.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Receipts & Payments

A **receipt** is money a customer pays you. A **payment** is money you pay a supplier. This is where you record both, decide which invoices a receipt settles, and watch the cash land in — or leave — your [treasury accounts](./treasury-accounts.html).

Every receipt and payment moves through a short life: you capture it as a **draft**, **confirm** it (which posts the money to the [Cash Ledger](./cash-ledger.html) and updates any invoices it settles), and then it either clears or, occasionally, is cancelled or bounced.

## Opening Receipts & Payments

Open **Treasury → Receipts & Payments** in the sidebar. You will see one row per payment, showing:

- **Number** — the document reference (receipts start with `RCT-`, payments with `PAY-`). Click it to open the payment.
- **Date** — when the money was received or paid.
- **Direction** — a **Receipt** (money in) or a **Payment** (money out).
- **Partner** — the customer who paid you, or the supplier you paid.
- **Method** — how the money moved (cash, transfer, cheque…).
- **Account** — the treasury account it landed in or left from.
- **Amount**, **Allocated**, and **On Account** — the total, how much is matched to invoices, and the unmatched remainder held as a credit.
- **Status** — Draft, Pending Approval, Approved, Confirmed, Cleared, Bounced, or Cancelled. (Pending Approval and Approved appear only when your organization routes payments through an approval workflow — see [Approving high-value payments](#approving-high-value-payments) below.)

Use the **filter button** beside the search box to show only receipts or only payments (**Direction**), one **Status**, one **Partner**, **Method** or **Account**, a **Date** or **Value Date** range, or an amount band — **On Account** above zero is the unapplied-cash worklist. The choices are saved in the address bar, so you can bookmark or share a filtered view ([Working with lists](../getting-started/working-with-lists.html#narrowing-the-list)).

## Recording a receipt or payment

Click **Record Payment**, then fill in the form:

- **Payment Number** — leave it blank and Beelocity numbers it for you (`RCT-2026-000001`); type your own if you prefer. Receipts must start with `RCT-`, payments with `PAY-`.
- **Direction** — **Receipt** for money from a customer, **Payment** for money to a supplier. Fixed once saved.
- **Partner** — the customer or supplier.
- **Payment Method** — how the money moves. Choosing a method fills in its default account for you.
- **Treasury Account** — the account the money lands in or leaves from.
- **Currency** and **Amount** — what the money is and how much. The currency is fixed once saved.
- **Exchange Rate** — only relevant for a foreign-currency payment; leave it at **1** for a payment already in your base currency.
- **Payment Date** and **Value Date** — when the money moved, and (optionally) the bank value date when the funds actually become available.
- **External Reference**, **Memo**, and **Internal Notes** — a bank or cheque reference, a note shown on the payment, and private notes for your team.

Save the draft. You can keep editing it, allocate it to invoices, and only then confirm.

## Allocating a receipt to invoices

A draft receipt has an **Allocations** tab — this is where you decide which of the customer's invoices the money settles. One receipt can clear several invoices at once.

- **Add allocation** — pick an open invoice and an amount. Beelocity suggests the amount that settles the invoice (or whatever money is left, if that is smaller). You can also record an early-payment **discount** the customer earned, or **write off** a small leftover balance with a reason.
- **Auto-allocate** — let Beelocity apply the money to the customer's invoices **oldest due first** and stop when it runs out. Turn on the discount option if your terms allow it.
- **On account** — anything you do not match to an invoice stays *on account*: an unapplied credit held against the partner that you can use next time.

The summary strip always shows the amount, how much is **allocated to documents**, how much sits **on account**, and how much is still **unallocated**. A supplier payment allocates the same way — normally against the [supplier invoice](../procurement/supplier-invoices.html) (the bill) it settles, which reduces the bill's amount due. You can also allocate it to a [purchase order](../procurement/purchase-orders.html) to record a prepayment against an order that has no bill yet.

A receipt has one more target besides the customer's invoices: a **debit note**. When a *supplier* refunds you — after a [return you shipped back](../procurement/supplier-returns.html) or a billing error — record the incoming money as a receipt from that supplier and allocate it against their issued [supplier debit note](../procurement/supplier-debit-notes.html). The allocation can never exceed the note's remaining balance, and confirming the receipt rolls the note's applied amount up.

> Allocations can only be changed while the payment is a **draft**. Confirming the payment locks them in.

## Confirming, clearing, cancelling, and bouncing

Open a payment and look at its status line — the row across the top that reads
**Draft · Confirmed · Cleared** and shows where the payment has got to. The next step is a button;
click the status itself to open the whole picture, where the ways off that path are picked. What
you are offered depends on what you are allowed to do: confirming and clearing need the confirm
right, cancelling and bouncing the cancel right, and without them the steps are still drawn — you
can see where the payment is going — but they are not buttons.

- **Confirm** — commits the payment. The money posts to the [Cash Ledger](./cash-ledger.html) (so the account balance moves), and any invoices you allocated are marked paid. A payment that needs no clearing step (like cash) goes straight to **Cleared**. A cheque or bill of exchange records the instrument and **holds** the money until it clears — Beelocity asks for the instrument number when you confirm.
- **Clear** — marks a confirmed payment's funds as final.
- **Cancel** — voids a confirmed payment before it cleared. The posted cash movement is reversed and any settled invoices reopen. You are asked for a reason.
- **Bounce** — for a received cheque or bill of exchange the bank returns unpaid. The receipt is reversed and the settled invoices reopen.

Only a **draft** payment can be deleted; once confirmed, cancel it instead so the audit trail is preserved.

<a id="approving-high-value-payments"></a>

## Approving high-value payments

Your organization can require certain payments — for example any payment at or above a chosen amount — to be **approved before they can be confirmed**. This keeps a second pair of eyes on large disbursements: the person who records a payment and the person who approves it are kept separate.

This applies only when an administrator has set up a payment approval rule (under **Settings → Approval Workflows**, choosing the **Payment** document type). If no rule matches a payment, it confirms directly, exactly as described above.

When a rule does apply:

1. **Submit for approval** — open the draft payment and choose **Submit for approval**. The payment becomes **Pending approval** and is locked from edits so its figures can't change while it's under review. (If you try to **Confirm** a payment that needs approval, Beelocity reminds you to submit it first.)
2. **Approval** — the approver (or chain of approvers) reviews the request in their [Inbox](../approvals/index.html) and signs off. The payment then becomes **Approved**. While it's pending you can **Withdraw** the request from the payment to reopen it as a draft.
3. **Confirm** — once **Approved**, whoever holds the confirm right commits the payment as usual.

The payment's **Approvals** tab shows the request and each approver's decision.

## What changes automatically

Confirming a payment is the moment everything updates — you never adjust balances by hand:

- A **Cash Ledger** row posts to the treasury account, so its balance reflects the money in or out.
- Each **allocated invoice** has its paid amount increased and its status rolled to *Partially paid* or *Paid*.
- Any **foreign-exchange gain or loss** realised at settlement is recorded on the payment for reference.

Cancelling or bouncing a confirmed payment reverses every one of these automatically.

Source: https://docs.beelocity.com/en/treasury/receipts-and-payments/index.mdx