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Sales
Receipts

Receipts

Lekha’s Receipts module allows you to record and manage incoming payments received against issued invoices. Whether payments are partial or full, the system supports flexible settlement tracking to ensure your receivables stay accurate and audit-ready.

Each receipt entry captures details like customer name, receipt number, amount, reference info, and settlement method—all linked to one or multiple outstanding invoices. With built-in validation and automatic balance updates, Lekha simplifies cash reconciliation across finance accounts.

This module enhances financial transparency, reduces manual mismatch, and accelerates your cash flow tracking—keeping your billing ledger clean and up to date.

Listing Receipts

The receipts list provides a comprehensive view of all payment records with efficient search and management capabilities.

Default View

  • Receipts are listed by creation time in descending order (newest first)
  • Each row displays key information: receipt number, customer, date, total amount, and reference
  • Click on any row to view detailed information for that receipt

Sorting Options

You can sort the list by clicking on column headers:

  • Receipt Number - Alphanumeric sorting
  • Reference - Reference number sorting
  • Date - Date-based sorting
  • Total Amount - Monetary value sorting

Search Functionality

Use the search feature to quickly locate receipts:

  • By Receipt Number - Enter complete or partial receipt number
  • By Customer Name - Search by customer display name
  • Real-time search results as you type

Available Actions

Individual Actions:

  • View Details - Click on receipt row to see complete information
  • Print - Generate PDF for individual receipt

Creating a New Receipt

Recording receipts ensures accurate tracking of customer payments and maintains up-to-date receivables.

Step 1: Access Receipts

  1. Navigate to Sales in the main menu
  2. Click on Receipts from the submenu
  3. Click the "+ New" button

Alternative Method:

  • From an invoice detail page, click “Capture Payment” to auto-populate receipt details

Step 2: Basic Information

Customer (Required)

  • Select customer from the dropdown with search functionality
  • Start typing to search for existing customers
  • Use "+" button to create new customer if needed
  • Note: Cannot be changed for existing receipts

Customer Currency (Read-only, conditional)

  • Automatically displays when customer currency differs from organization currency
  • Shows the customer’s default currency
  • Used for currency conversion calculations

Receipt Number (Required)

  • Auto-generated by system or manually entered
  • Must be unique within the system
  • Note: Read-only for existing receipts

Date (Required)

  • Select the receipt date
  • Defaults to current date
  • Important for accounting and reconciliation

Amount (Required)

  • Enter total receipt amount with currency prefix
  • Minimum: 1, Step: 0.01 (2 decimal places)
  • Must be positive number
  • Will be allocated across selected invoices

Reference (Optional)

  • Enter any reference number or text
  • Examples: Check number, bank reference, transaction ID
  • Helps with reconciliation and tracking

Step 3: Payment Settlement Configuration

Payment Settlement Type (Required, radio buttons)

  • Finance Account - Payment received in a specific bank/cash account
  • Opening Balance - Adjustment against opening customer balance
  • Note: Cannot be changed for existing receipts

Finance Account (Required when settlement type is “Finance Account”)

  • Select the finance account where payment was received
  • Examples: “Bank Account”, “Cash”, “Credit Card Terminal”
  • Use "⚙️" Account Settings to manage available accounts

Finance Account Currency (Read-only, conditional)

  • Displays when customer and finance account have different currencies
  • Shows the selected finance account’s currency

Currency Exchange Rate (Required for multi-currency)

  • Enter exchange rate between customer and finance account currencies
  • Must be valid decimal number
  • Used for accurate conversion between currencies

Step 4: Invoice References

Adding Invoice Allocations:

  1. Click "+ New Row" to add invoice references
  2. Allocate the receipt amount across multiple invoices

Invoice Number (Required per line)

  • Select invoice from dropdown with search functionality
  • Filtered to show only invoices for selected customer
  • Only shows invoices in states: “CONFIRMED”, “PAID”, “PARTIALLY PAID”
  • Search by invoice number for quick selection

Invoice Due Date (Read-only per line)

  • Automatically displays the due date of selected invoice
  • Helps prioritize payment allocation

Invoice Total Amount (Read-only per line)

  • Shows the total amount of selected invoice with currency symbol
  • Provides context for payment allocation

Invoice Unpaid Amount (Read-only per line)

  • Displays remaining unpaid amount for selected invoice
  • Helps determine maximum allocation possible

Amount (Required per line)

  • Enter payment amount for this specific invoice
  • Minimum: 1, Step: 0.01 (2 decimal places)
  • Maximum: Calculated remaining amount or invoice unpaid amount
  • Auto-fills with smaller of unpaid amount or remaining total
  • Right-aligned for easy reading

Managing Invoice Rows:

  • Use "×" to remove invoice reference rows
  • Button disabled if only one row remains
  • Add multiple rows to allocate payment across several invoices

Step 5: Dynamic Calculations

Real-time Validation:

  • Remaining Amount: Automatically calculated as total amount minus sum of all invoice allocations
  • Auto-adjustment: Invoice amounts auto-fill when invoice is selected
  • Maximum Validation: Each invoice amount cannot exceed unpaid balance
  • Total Validation: Sum of allocations cannot exceed total receipt amount

Step 6: Additional Settings

Receipt Settings (⚙️)

  • Configure receipt settings and preferences
  • Set default values and behaviors
  • Manage receipt numbering sequences

Step 7: Save Receipt

  1. Review all entered information
  2. Ensure total allocations match receipt amount
  3. Click “Save” to create the receipt
  4. System automatically updates invoice payment status

Editing a Receipt

Receipts can be edited to correct allocation errors or update reference information.

Step 1: Find the Receipt

  1. Go to Receipts list
  2. Use search function to locate the receipt
  3. Click on the receipt row to view details

Step 2: Access Edit Mode

  1. Click the “Edit” button
  2. The editing form will open

Step 3: Editing Limitations

Read-only Fields (Cannot be changed):

  • Customer - Customer cannot be changed
  • Receipt Number - Receipt number is fixed
  • Payment Settlement Type - Settlement method cannot be changed

Editable Fields:

  • Date - Can be adjusted for correct accounting period
  • Amount - Can be modified (affects invoice allocations)
  • Reference - Can be updated for better tracking
  • Finance Account - Can be changed (when settlement type is finance account)
  • Currency Exchange Rate - Can be updated for multi-currency receipts
  • Invoice Allocations - Can be modified, added, or removed

Step 4: Make Changes

Common edits include:

  • Correcting receipt amount
  • Adjusting invoice allocations
  • Updating reference information
  • Changing finance account
  • Modifying exchange rates

Step 5: Validation During Editing

  • Total allocations must not exceed receipt amount
  • Individual allocations cannot exceed invoice unpaid amounts
  • Currency exchange rates must be valid
  • At least one invoice allocation is required

Step 6: Save Changes

  1. Review modifications
  2. Ensure allocations balance correctly
  3. Click “Save” to update the receipt

Deleting a Receipt

Receipts can be deleted to reverse payment records when necessary.

Step 1: Find the Receipt

  1. Go to Receipts list
  2. Locate the receipt you want to delete

Step 2: Check Impact

Before deleting, consider:

  • Invoice Status: Deleting receipt will change invoice payment status
  • Reconciliation: May affect bank reconciliation
  • Reports: Will impact financial reports and aging

Step 3: Delete Process

  1. Click on the receipt to view details
  2. Click the “Delete” button
  3. Confirm deletion when prompted

Step 4: Automatic Adjustments

When a receipt is deleted:

  • Invoice payment statuses are automatically updated
  • Unpaid amounts are recalculated
  • Invoice states may change (e.g., from “Paid” back to “Partially Paid”)
  • Finance account balances are adjusted

Auto-initialization from Invoices

Lekha provides a convenient way to create receipts directly from invoices.

Step 1: From Invoice Details

  1. Navigate to an invoice that requires payment
  2. Click “Capture Payment” button on invoice detail page

Step 2: Auto-populated Fields

The receipt form automatically fills:

  • Customer - From invoice customer
  • Amount - Unpaid amount from invoice
  • Invoice Reference - Selected invoice with unpaid amount
  • Currency Information - From invoice currency settings

Step 3: Complete Receipt

  1. Select payment settlement type
  2. Choose finance account (if applicable)
  3. Adjust amount or add additional invoices if needed
  4. Save the receipt

Best Practices for Receipt Management

Accuracy and Reconciliation

  • Record receipts promptly after payment received
  • Use clear, descriptive references for easy identification
  • Verify amounts against bank statements
  • Allocate payments to correct invoices

Currency Management

  • Keep exchange rates current and accurate
  • Understand impact of currency fluctuations
  • Maintain consistent currency conversion practices
  • Document exchange rate sources

Settlement Tracking

  • Choose appropriate finance accounts
  • Maintain separate accounts for different payment methods
  • Regular reconciliation with bank statements
  • Track opening balance adjustments separately

Documentation

  • Include comprehensive reference information
  • Link to external payment confirmations
  • Maintain supporting documentation
  • Keep audit trails for all modifications

Integration with Other Modules

Receipts integrate seamlessly with:

  • Customers: Auto-populate customer details and currency preferences
  • Invoices: Update payment status and unpaid amounts automatically
  • Finance Accounts: Track balances and reconciliation
  • Reports: Generate aging reports and payment analysis
  • Accounting: Create journal entries for payment recording

Payment Allocation Strategies

Single Invoice Payment

  • Allocate entire receipt to one invoice
  • Simplest form of payment processing
  • Clear audit trail

Multiple Invoice Payment

  • Distribute payment across several invoices
  • Prioritize older invoices or specific terms
  • Maintain detailed allocation records

Partial Payment Handling

  • Record partial payments accurately
  • Track remaining balances
  • Plan for future payment collections

Overpayment Management

  • Handle customer overpayments appropriately
  • Consider creating customer credits
  • Maintain clear documentation

The receipts module ensures comprehensive payment tracking while maintaining the flexibility needed for complex business scenarios and multi-currency operations.

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