Cash Receipts

Cash Receipts

Overview

A cash receipt document is used to record payments received in cash or through other payment methods like checks or electronic transfers. Properly creating and maintaining cash receipts ensures accurate tracking of payments and helps with reconciliation and financial reporting.

In CustomBooks™, a Cash Receipt is used for recording the following kinds of transactions:
  • Payments received from a customer which  may include partial payments and payments for multiple invoices;
  • Sales order deposits, pre-payments and invoice over-payments;
  • Unapplied payments;
  • Refunds made by a vendor.

Steps to Create a Cash Receipt Document

  1. Navigate to Sales → Cash Receipts.
  2. Click Create → New.
  3. Choose the Customer from the drop-down list.
  4. Change the Date, if necessary.
  5. Enter the Amount received.
  6. Choose the appropriate Type for the transaction.
    1. Choose Type – Undeposited to put the amount into the designated undeposited funds account (chosen in Bank Settings → Default Accounts)
    2. Choose Bank Account 
      to record the amount in a bank account.
      3. InfoIf a receipt is marked as Undeposited, it will show in the undeposited table when creating a new deposit. If a receipt is marked as Bank Account, it will not show in the table and will be unavailable for a subsequent deposit. 
  7. Choose the Payment Method from the drop down list.
  8. Enter the Reference #. (Optional)
  9. Enter a Cash Receipt Number or use the auto-numbering. The cash receipt document numbering is defined in Admin Panel → Auto-numbering → Documents → Cash Receipts and will increment automatically. For more information, see Document Numbering.
  10. In the lower half of the cash receipt document, choose a Sales Invoice to link or a Customer credit memo in the Credits tab.
  11. Enter a Memo. (Optional)
  12. Click Save and Close or Save to post the document or Save Draft if you have not finalized the document yet.
Creating a Cash Receipt


Viewing Cash Receipts (List View)

To view the list of cash receipts that have been previously entered in CustomBooks™, navigate to Sales Cash Receipts.

From the list view, you can:

  • Creating New or Copying a sales order
  • Emailing
  • Printing
  • Attachments
  • Export List (save to PDF, Excel, Word)
  • Columns (Edit column settings)

Cash Receipts List View


Viewing an Individual Cash Receipt

Navigate to the list view by clicking Sales → Cash Receipts. From the list view, double click a column in the cash receipt line. From the individual Cash Receipt view you can:

  1. Edit the Cash Receipt
  2. Email the Cash Receipt
  3. Charge the Customer Using Stripe (see Charging a Customer using Stripe)

In a typical situation, the total amount on the Cash Receipt will equal the total amount of one or more outstanding invoices. There are situations where this will not be the case, however, which include:

  • Overpayment. When the amount received from the customer is greater than the invoices created. In this situation, the excess payment will remain in unapplied payments and will be reflected in the customer’s balance.
  • Recording a Partial Payment. When a customer pays part of an invoice, change the Payment Amount on the invoice line item to reflect the amount received. Specific amounts may applied to each invoice by entering the amount to apply in the payment field on the line. The total received will updated and reflected in the Payment field in the header. By default, the payment amount will be applied to the oldest outstanding invoice first and continue in chronological order towards the most recent outstanding invoice.
  • Recording a Refund Made by Vendor. When you return a product to a vendor, create a Purchase Return and then record the amount received as Cash Receipt. In this case the Vendor name is put in the Customer Field.

Applying an Unapplied Payment or Credit Memo


  1. Create a new Cash Receipt document.
  2. Click the Credits Tab and check the checkbox next to the credit memo that has the balance to apply.
  3. Click Save and Close or Save to post the document or Save Draft if you have not finalized the document yet.

Credits tab on Cash Receipt

Emailing a Cash Receipt

  1. From the individual Cash Receipt view, click the Email option in the command bar and select a template to use.
  2. Enter the customer’s email address. If the email address was entered when creating the Customer record, the email address will be pre-filled.
  3. Enter an email address in the CC field to send a copy to any additional parties. (Optional)
  4. Enter any additional text/message to be printed on the email Body.
Emailing a Cash Receipt


Charging the Customer

From the individual Cash Receipt view, click Generate → Charge with → and select the integration you will be utilizing.


When using Stripe, if the card has not been registered in Stripe, you'll need to register it. Also, please note that the credit card information is not stored in your CustomBooks™ account; it is saved with Stripe.

To use this feature you must have a Stripe Account registered in CustomBooks™ (see Setting up Stripe in CustomBooks™) and you must have already registered the customer’s card registered in Stripe in their customer record. (See Registering a customer’s card in Stripe)

    • Related Articles

    • Processing Credit Cards using Stripe

      Processing Credit Card Using Stripe CustomBooks™ has integrated with Stripe for credit card processing right inside the application. Once a customer’s credit card has been registered with Stripe, it may be used to pay for future invoices. Setting up ...

    • Integrating Stripe for ACH and Credit Card Transaction Processing

      Stripe Overview Stripe is a leading online payment processing platform that allows businesses to seamlessly accept payments through credit cards, debit cards, ACH transfers, and other digital payment methods. Known for its robust security, ease of ...

    • Refund Receipts

      A Refund Receipt document in CustomBooks™ is used to record the receipt of funds from a vendor, such as a refund for a returned product or an overpayment. This document is generated after creating a Vendor Refund to acknowledge and track the actual ...

    • Cash Sales

      Cash Sales in CustomBooks™ combine the functionality of Sales Invoices and Cash Receipts in one step. Cash Sales can be used for a point-of-sale system or anywhere the product and the cash exchange hands at the same time. This type of transaction ...

    • Voiding Payment Entries (Cash Receipts, Payments, Bill Payments)

      Voiding payment entries is an essential task for maintaining accurate financial records in any business. Whether correcting an error, responding to a customer request, or handling a duplicate entry, voiding payments ensures the accuracy of your ...