Proof of payment

Goal

You need to record a customer payment that does not come through the normal invoice path — for example, a cash deposit at the bank, a mobile-money transfer, or a cheque — and match it to the right invoice on the customer's account.

Where this happens

• In the back office (Core App): Customer Management → Proof-Of-Payment. Tills do not record proof of payment — they use the normal sale screen.

Use Proof-Of-Payment when the money has already reached you outside the sale flow (a deposit slip, a transfer reference, a mobile-money confirmation) and you need to apply it to an open invoice.

Prerequisites

• You are signed in to the correct store with permission for Customer Management.
• You have the customer's name or account number.
• You have the deposit slip, bank reference, or mobile-money confirmation that proves the money was received.
• You can see the invoice (or invoices) the payment should be applied to.

Steps

1. Open Proof-Of-Payment

1. In the sidebar, expand Customer Management.
2. Click Proof-Of-Payment.

2. Pick the customer

1. Click the Customer field.
2. Search by name, phone, or account number.
3. Pick the customer from the list.

If the customer is not in the list, stop and add the account customer first — see Customers.

3. Enter the payment details

1. Enter the date the money was actually received (not today's date if the deposit is older).
2. Enter the amount exactly as it appears on the slip.
3. Pick the payment method that matches the deposit (Cash deposit, Bank transfer, Mobile money, Cheque, Other).
4. Type the reference the bank or operator gave you (for example, the deposit slip number or the mobile-money transaction id).

4. Apply the payment to one or more invoices

1. The screen lists the customer's open invoices.
2. Tick the invoice (or invoices) the payment should clear.
3. The amount applied must equal the amount received — if it does not, the difference stays on the customer's account as a credit.
4. Add a note when the payment is partial, when it covers more than one invoice, or when the supervisor asks for one.

5. Save and attach the proof

1. Click Save.
2. Open the saved payment and click Documents to attach the deposit slip, transfer confirmation, or mobile-money screenshot.
3. Tell the customer the proof-of-payment number so they can quote it if they query their account.

Expected result

• The customer's account shows the payment applied to the chosen invoice (or invoices).
• Any unused amount is recorded as a credit on the customer account.
• You have a proof-of-payment number and an attached document the accounts team can audit.

Edge cases

• The customer is not in the list. Add the account customer first — see Customers.
• The payment method is missing. Do not record it under a similar method — ask your supervisor to enable the correct one in Payment Methods.
• The amount does not match any open invoice. Save the payment and let the credit stay on the customer's account; tell your supervisor.
• The deposit slip is missing. Save only if your store policy permits it, attach a written note, and tell your supervisor what is missing.
• The invoice is closed or settled. Open the customer's invoice history and pick the right one; do not re-open a closed invoice just to apply the payment.

Related

• Customers
• Sales at the till
• Delivery notes
• Integrations