Receipts & Payments

Record the money that a client pays you or that you pay a supplier, set it against the documents that it settles, and confirm it.

A receipt is money that comes in, most often from a client who pays an invoice. A payment is money that goes out, most often to a supplier who sent you a bill. You record both on this page, and you set each one against the documents that it settles. When the direction does not matter, this page calls either one a payment.

The Cashier and the Treasurer record payments and set them against documents. Only the Treasurer and the owner of your organization can confirm a payment, mark it cleared, cancel it or mark it unpaid.

A payment starts as a Draft, and a draft moves no money. After the Treasurer confirms it, Beelocity writes the money into the cash ledger and updates the documents that the money settles. If the method tracks paper, such as a cheque or a bill of exchange, the money reaches the cash ledger when the paper clears.

Opening Receipts & Payments

Open Treasury → Receipts & Payments in the sidebar. Each row is one receipt or payment, with these columns:

Document number: a receipt’s number starts with RCT-, and a payment’s with PAY-. Click it to open the payment.
Date: the day the money came in or went out.
Direction: Incoming for a receipt, or Outgoing for a payment.
Partner: the client who paid you, or the supplier that you paid.
Payment method: how the money moved, such as cash, a transfer or a cheque.
Account: the treasury account that the money went into or left.
Amount, Allocated and On account: the whole sum, the part set against documents, and the part that no document took.
Status: Draft, Pending approval, Approved, Confirmed, Cleared, Bounced or Cancelled. A payment reaches Pending approval and Approved only if an approval workflow applies to it. See Approving high-value payments below.
Active: when it is off, the treasury reports leave out this payment’s money on account. Nothing else changes.

Type in the search box to find a payment by its number, its memo, its notes or its external reference. The search also finds a payment by the number of a document that it settles, or of the cheque that it was made with. It does so even when nothing typed on the payment names them.

Press the filter button beside the search box to narrow the list. You can filter on Direction, Status, Partner, Payment method, Account and Active. You can also set a range of Date or Value date, or a band of Amount, Allocated or On account. For example, On account above zero shows the payments that hold money that no document took. The page’s address keeps your choices, so you can bookmark or share the view (Working with lists).

Recording a receipt or payment

The Cashier, the Treasurer and the owner of your organization can record one. Press New, and fill in the form:

Document number opens on the next number of its series, such as RCT-2026-000001. You can type another number that no other receipt or payment uses. A receipt’s number starts with RCT-, and a payment’s with PAY-. If you change the direction before you type a number, the number follows it.
Direction is Incoming for money that comes in, or Outgoing for money that goes out. You cannot change it after you save.
Partner is the client or the supplier. A refund can also go to a client, or come from a supplier. For money out, the list offers only active partners.
Payment method is how the money moves (Payment methods). When you pick one, Beelocity fills in the method’s default account. If the method has none, Beelocity fills in your default account for the currency, if the method can use it.
Treasury account is the account that the money goes into or leaves. Pick the method first, because the list offers only the open accounts that take it. A cash account takes only cash and the type Other. A cheque or a bill of exchange goes to a bank account or a CCP account, which is a postal account at Algérie Poste.
Currency comes from the account when you pick it. You cannot change it after you save.
Amount is the whole sum received or paid. Beelocity counts it in whole centimes, or in the smallest unit of its currency, and it refuses a smaller fraction.
Exchange rate appears only for a currency other than your organization’s. Type the rate that the money converts at, such as the one on your bank’s advice. Beelocity confirms the payment only if this rate is within five per cent of the rate on file for the payment date. If no rate is on file for that day, record that rate first.
Payment date is the day the money came in or went out. Value date is the day the bank makes the money available. A cash account has no bank day, so the form does not ask for one. If you leave the value date empty, Confirm uses the payment date.
External reference is the bank’s or the paper’s own reference, such as a cheque number. Beelocity keeps it for you, and Match automatically in Bank reconciliation does not read it.
Memo is a short note shown on the payment. Internal notes are for your team, and not for the partner.

Press Save. Beelocity saves the payment as a Draft, and no money moves yet. You can still change it, set it against documents or delete it.

Allocating a receipt to invoices

After you save a receipt or a payment to a partner, its page shows the Allocations tab. There you set the money against the documents that it settles, and one receipt can settle several invoices. A salary or a declaration has no such tab, because it settles no document.

You can change the allocations only while the payment is a Draft. Only the Cashier, the Treasurer and the owner of your organization can change them.

Press Add. Under Settle against, pick what the money settles:

For money in: Sales invoice, Supplier refund against a debit note, or Leave on account as a credit.
For money out to a supplier: Supplier invoice, Purchase order, or Leave on account as a credit.
For money out to a client: Credit note.

Then pick the document. The list offers only the partner’s open documents in the payment’s currency, and only those that still owe something. When you pick one, the Amount opens on what settles it, or on the money that is left if that is less.

A receipt in cash for an invoice that does not say cash owes the stamp duty. It is part of the receipt’s amount, so the receipt must hold the invoice’s amount and the stamp duty together. If it holds less, Beelocity refuses the allocation and says by how much to raise the amount.

On a client’s invoice, you can also give an Early-payment discount. The invoice’s payment terms must allow one, and the payment date must fall within their days. The discount is the terms’ percentage of the invoice total, rounded to the centime, and half a centime goes up. Say that the terms are 2/10 net 30: 2 % off within ten days of the invoice date, and the whole amount within thirty days. A 106.25 DA invoice then earns 2.13 DA, so a client who pays 104.12 DA within the ten days has settled it. A client who pays only part of the invoice earns only that part’s share of the discount.

A Write-off forgives a small amount that is left on a balance, instead of chasing it. Type why in Write-off reason. The discount and the write-off settle the document as cash does, although no cash came in for them.

To let Beelocity do the work, choose Allocate automatically in the ⋮ menu above the allocations, and then press Allocate. Beelocity settles the partner’s open documents with the money that is left:

For money in, it settles the client’s invoices, the oldest due date first. Tick Take the early-payment discount where it is allowed to give the discount wherever the terms allow it. In Most that may be written off per document, type the largest amount that it may write off to close an invoice.
For money out, it settles the supplier’s bills, the oldest due date first, and then their purchase orders, the oldest first. The two options do nothing there.
It never settles a debit note or a credit note, so add those with Add.

What no document takes stays on account, on this payment. After the payment is confirmed, it stays there for good, because Beelocity never sets it against a later document. So set the money against every document that it pays before the payment is confirmed.

The strip above the allocations shows the Amount, the part Allocated to documents, the part On account, and what is Left to allocate. To take a document off a draft, press Remove this allocation on its row, and then Remove.

A payment to a supplier usually settles their supplier invoice, which Beelocity also calls a bill. Treasury takes only an active bill that is Approved or Partially paid, and never more than its Amount due. You can also set a payment against a purchase order, to record money that you paid before the bill. Beelocity takes an order only after it is approved, and the payments on it cannot add up to more than its total. But Beelocity does not take that payment off the bill that follows. The bill still shows its full amount as owed, so check what you paid on the order before you pay the bill.

A receipt can also come from a supplier. After a return that you shipped back, or after a billing error, a supplier debit note says what the supplier owes you. When the supplier pays it back, record a receipt from them, and pick Supplier refund against a debit note. Beelocity offers only an active Issued note, and never more than its Remaining. After the receipt is confirmed, the note’s Applied goes up by the refund.

A payment can also go to a client. To give a client what is left on a credit note, record an outgoing payment to that client, and pick Credit note. Beelocity offers only an active Issued note, and never more than what is left on it. A client who is not also a supplier is paid nothing else, so the dialog offers that client’s credit notes alone. An outgoing payment never offers an inactive partner, and Beelocity refuses one if it is sent anyway.

You can change the allocations only while the payment is a Draft. After Confirm, they never change, even if somebody cancels the payment.

Confirming, clearing, cancelling, and bouncing

Open a payment. The road along the top of its page reads Draft, Confirmed and Cleared, and it shows where the payment stands. The next step is a button. Click it, and a dialog asks you to confirm. To leave the road, click the step that the payment is on. The list of moves opens, and you pick Cancelled or Bounced there.

Only the Treasurer and the owner of your organization can take these steps. The Cashier sees them on the road, but cannot press them.

Confirm. Click Confirmed, and press Confirm in the dialog. Beelocity first checks the payment against the documents as they stand now. It refuses if the payment needs approval, if the account is not open, or if the rate is too far from the rate on file. It also refuses allocations that no longer fit what the documents owe. If the payment passes, what happens depends on its method:

A method that tracks no paper, such as cash or a transfer. Beelocity writes the money into the cash ledger now, and it updates the documents that the money settles. If the money would take the account below the lowest balance that it allows, Beelocity refuses the confirm. If the method does not require clearing, the payment becomes Cleared at once. If it does, the payment stays Confirmed until somebody marks it cleared.
A method that tracks paper, such as a cheque or a bill of exchange. The dialog asks for the Instrument number printed on the paper. You can also give its Due date and the Counterparty bank. If you leave the due date empty, Beelocity takes the value date or the payment date, whichever is later. Beelocity records the paper on the Cheques page, and it updates the documents. The money reaches the cash ledger only when the paper clears, and the payment then becomes Cleared. So Beelocity checks the account’s lowest balance only when the paper clears.

The dialog also has a Value date (optional). If you leave it empty, Beelocity takes the payment’s own value date, or else the payment date.

Nobody can cancel a Cleared payment. If a method does not require clearing, its payment is Cleared as soon as it is confirmed. So check the amount, the account and the allocations before you press Confirm. The only way back is Reverse entry. The Treasurer or the owner of your organization opens the payment’s entry in the cash ledger, and chooses Reverse entry in More actions. Beelocity posts the same amount in the other direction. So a reversed receipt takes its money back out of the account, and a reversed payment puts its money back. If a bank statement line is matched to the entry, press Unmatch on that line first, in Bank reconciliation. The payment stays Cleared, and the documents that it settled stay paid.

Only a cheque or a bill of exchange that you received can still come back, as Mark unpaid below says. If somebody reversed the entry of its receipt, Beelocity cannot mark the paper unpaid any more.

Mark cleared. If a payment’s method requires clearing, the payment waits at Confirmed. When the bank has really moved the money, click Cleared, and press Mark cleared. Nobody can cancel the payment after that. A payment made with tracked paper never offers this step, because it clears when its paper clears.

Cancel. You can cancel a payment only while it is Confirmed. Click its step, pick Cancelled, type the reason, and press Cancel it. Beelocity writes an opposite entry in the cash ledger, dated today, for any money that the payment moved. The documents that it settled are owed again. A cheque that you issued with the payment is cancelled too. You cannot undo a cancel. If somebody reversed the payment’s entry in the cash ledger, the cancel fails, and the payment stays Confirmed.

If the payment’s paper is on a deposit slip, Beelocity refuses the cancel. While the slip is a draft, take the paper off it first. After the slip is handed in, you settle the paper when you credit the slip.

Mark unpaid. Use it when the bank returns a cheque or a bill of exchange that you received. Click the payment’s step, pick Bounced, and type the reason. In Value date (today, when left blank), give the day on which the bank sent the paper back. That day cannot be in the future, or before the bank credited the paper. Press Mark unpaid. Beelocity takes back any money that the paper put into the cash ledger, on that day. The invoices that it settled are owed again, and the paper becomes Bounced too.

Paper on a draft deposit slip has not reached the bank, so you can mark it unpaid only after the slip is handed in. Beelocity does not take the bank’s fee for the return here. You record the fee from the bank statement line that carries it, in Bank reconciliation.

You can delete a payment only while it is a Draft. Choose Delete in More actions on its page. A confirmed payment stays in the list, so that its history stays.

Approving high-value payments

Your organization can make some payments wait for an approval before anyone confirms them. For example, every payment of 1,000,000.00 DA or more can need one. A second person then reads each large payment before the money moves, because nobody can approve a request that they sent.

This applies only if the owner of your organization has set up an approval workflow for Payment, in Settings → Approval Workflows (Configuring approval workflows). A workflow can cover receipts as well as payments. If no workflow covers a payment, the Treasurer confirms it from Draft, as described above.

When a workflow covers a payment:

Submit for approval. Open the draft, and choose Submit for approval in More actions. The Cashier, the Treasurer and the owner can send it. The payment becomes Pending approval, and nobody can change it or confirm it while it waits. If you click Confirmed first, Beelocity refuses and asks you to submit the payment. If no workflow covers the payment, Beelocity says that it needs no approval. Then confirm it directly.
Approval. The approvers decide in their Inbox. If they approve it, the payment becomes Approved. If they reject it, it goes back to Draft. While it waits, the person who sent it can choose Withdraw request in More actions. The payment then goes back to Draft.
Confirm. After the approval, the Treasurer or the owner of your organization confirms the payment as usual. Nobody can change an Approved payment, withdraw it, cancel it or delete it.

The payment’s Approvals tab shows the request and each approver’s decision. A receipt that Record payment writes from a sales invoice never asks for approval.

What changes automatically

When a payment is confirmed, Beelocity updates every figure that it touches, so you never change a balance by hand:

A row goes into the cash ledger for the account, so the account’s balance shows the money in or out. For a payment made with tracked paper, this row comes when the paper clears. A payment in a foreign currency is valued in your organization’s currency at its own exchange rate.
Each client invoice and each supplier bill that it settles has its paid amount raised and its amount due lowered. Its status moves to Partially paid or Paid.
Each credit note or debit note that it draws on has its applied amount raised.
A purchase order does not change. The payment only counts against the order’s total, for the payments that come later.
On a payment in a foreign currency, Beelocity records the exchange gain or loss on the client invoices that it settles. This figure is for reference, and it moves no balance.

If somebody cancels the payment or marks it unpaid, Beelocity reverses these changes. It writes an opposite entry in the cash ledger for any money that moved. The invoices and the bills are owed again, and the credit notes and the debit notes get their balance back. But the payment stays set against each document. So nobody can cancel that bill, that credit note or that debit note afterwards.