Why record a customer payment?
When a customer pays your business by cheque, credit card, cash or direct transfer to your bank, you need to record the receipt of payment in Wiise. In Wiise, this is called Register Customer Payment. Following this process will reduce the number of steps you need to take because you create the invoice, record the payment and post the invoice at the same time.
How to record a customer payment before a sales invoice
Follow this process if you receive payment at the same time that you create the sales invoice. Or before the sales invoice has been sent to the customer. You can process receipt of payment when you complete the sales invoice.
1. Log in to Wiise.
2. First create the sales invoice by following steps 3 – 14 below. Or jump to step 15 if you’re ready to record payment on an open sales invoice.
3. Select + Sales Invoice. Wiise will create a new sales invoice with blank details for you to complete.
4. Select the customer who'll receive the sales invoice. You can do this in a few ways:
- Type their name in the Customer Name field, or
- Select the down arrow to the right of the field to see a short list, or
- Click Select from full list on the bottom right of the list to search for and select the customer.
5. If the customer isn't in the list, you can create a new customer by selecting +New.
6. Once you’ve selected the customer, their details will be filled in automatically, but you can change them if you need to by editing the fields. This information will show on the sales invoice document.
7. Check the Posting Date on the sales invoice. It will default to today’s date, but you can edit this, if you need to back date an invoice for example.
Note: You don’t need to use / or . for dates in Wiise. For 1 June 2020, simply enter 010620 and Wiise will convert it to 01/06/2020 for you.
8. Wiise calculates the Due Date based on today’s date and the Payment Terms Code – this is the time that payment must be made in, such as 7 days or 14 days from receipt. If you don’t need the invoice paid immediately, you can change the Payment Terms Code and Due Date.
Tip: You can track this easily using Wiise reporting. This will show unpaid invoices and their due dates.
9. Now enter the detail of the sale. In the Lines section, ensure Item is selected in the Type field.
10. Select the item you’re selling in the No. field. You can do this in a few ways:
- Type the name of the item you’re selling, or
- Selecting the down arrow to the right of the field to see a short list, or
- Click Select from full list on the right of the list to search for and select the item.
When you select an item, the description will automatically be filled in, but you can edit this if you need to.
11. Next enter the Quantity of the item you’re selling.
12. Enter the Unit Price of the item, but don’t include GST. If GST is charged for the sale, Wiise will calculate it automatically.
13. Repeat steps 9 — 11 above until you’ve added all the items you’re selling. Add each item on a new line.
a. If you need to delete a line, select the ellipsis and select Delete Line
b. Wiise will ask if you want to Go ahead and delete? Click yes or no
14. Next, Wiise will calculate the sale Total for you — make sure you double check this.
15. In the Payment Method Code, select CASH.
16. When you’re ready to complete the sales invoice, click Post. This will check through the detail and create a posted sales invoice. This replaces the existing sales invoice, which will be deleted.
17. The payment entry will be posted automatically as a CASH payment into your bank account in Wiise. To see this, search for Customer Ledger Entries or select History, then Customer Ledger Entries from the Wiise Role Centre, and view the last two entries made. There will be one for the invoice and one for the related payment with the same description.