Receipts & Payments

A receipt is money a customer pays you. A payment is money you pay a supplier. This is where you record both, decide which invoices a receipt settles, and watch the cash land in — or leave — your treasury accounts.

Every receipt and payment moves through a short life: you capture it as a draft, confirm it (which posts the money to the Cash Ledger and updates any invoices it settles), and then it either clears or, occasionally, is cancelled or bounced.

Opening Receipts & Payments

Open Treasury → Receipts & Payments in the sidebar. You will see one row per payment, showing:

Number — the document reference (receipts start with RCT-, payments with PAY-). Click it to open the payment.
Date — when the money was received or paid.
Direction — a Receipt (money in) or a Payment (money out).
Partner — the customer who paid you, or the supplier you paid.
Method — how the money moved (cash, transfer, cheque…).
Account — the treasury account it landed in or left from.
Amount, Allocated, and On Account — the total, how much is matched to invoices, and the unmatched remainder held as a credit.
Status — Draft, Pending Approval, Approved, Confirmed, Cleared, Bounced, or Cancelled. (Pending Approval and Approved appear only when your organization routes payments through an approval workflow — see Approving high-value payments below.)

Use the filter button beside the search box to show only receipts or only payments (Direction), one Status, one Partner, Method or Account, a Date or Value Date range, or an amount band — On Account above zero is the unapplied-cash worklist. The choices are saved in the address bar, so you can bookmark or share a filtered view (Working with lists).

Recording a receipt or payment

Click Record Payment, then fill in the form:

Payment Number — leave it blank and Beelocity numbers it for you (RCT-2026-000001); type your own if you prefer. Receipts must start with RCT-, payments with PAY-.
Direction — Receipt for money from a customer, Payment for money to a supplier. Fixed once saved.
Partner — the customer or supplier.
Payment Method — how the money moves. Choosing a method fills in its default account for you.
Treasury Account — the account the money lands in or leaves from.
Currency and Amount — what the money is and how much. The currency is fixed once saved.
Exchange Rate — only relevant for a foreign-currency payment; leave it at 1 for a payment already in your base currency.
Payment Date and Value Date — when the money moved, and (optionally) the bank value date when the funds actually become available.
External Reference, Memo, and Internal Notes — a bank or cheque reference, a note shown on the payment, and private notes for your team.

Save the draft. You can keep editing it, allocate it to invoices, and only then confirm.

Allocating a receipt to invoices

A draft receipt has an Allocations tab — this is where you decide which of the customer’s invoices the money settles. One receipt can clear several invoices at once.

Add allocation — pick an open invoice and an amount. Beelocity suggests the amount that settles the invoice (or whatever money is left, if that is smaller). You can also record an early-payment discount the customer earned, or write off a small leftover balance with a reason.
Auto-allocate — let Beelocity apply the money to the customer’s invoices oldest due first and stop when it runs out. Turn on the discount option if your terms allow it.
On account — anything you do not match to an invoice stays on account: an unapplied credit held against the partner that you can use next time.

The summary strip always shows the amount, how much is allocated to documents, how much sits on account, and how much is still unallocated. A supplier payment allocates the same way — normally against the supplier invoice (the bill) it settles, which reduces the bill’s amount due. You can also allocate it to a purchase order to record a prepayment against an order that has no bill yet.

A receipt has one more target besides the customer’s invoices: a debit note. When a supplier refunds you — after a return you shipped back or a billing error — record the incoming money as a receipt from that supplier and allocate it against their issued supplier debit note. The allocation can never exceed the note’s remaining balance, and confirming the receipt rolls the note’s applied amount up.

Allocations can only be changed while the payment is a draft. Confirming the payment locks them in.

Confirming, clearing, cancelling, and bouncing

Open a payment and look at its status line — the row across the top that reads Draft · Confirmed · Cleared and shows where the payment has got to. The next step is a button; click the status itself to open the whole picture, where the ways off that path are picked. What you are offered depends on what you are allowed to do: confirming and clearing need the confirm right, cancelling and bouncing the cancel right, and without them the steps are still drawn — you can see where the payment is going — but they are not buttons.

Confirm — commits the payment. The money posts to the Cash Ledger (so the account balance moves), and any invoices you allocated are marked paid. A payment that needs no clearing step (like cash) goes straight to Cleared. A cheque or bill of exchange records the instrument and holds the money until it clears — Beelocity asks for the instrument number when you confirm.
Clear — marks a confirmed payment’s funds as final.
Cancel — voids a confirmed payment before it cleared. The posted cash movement is reversed and any settled invoices reopen. You are asked for a reason.
Bounce — for a received cheque or bill of exchange the bank returns unpaid. The receipt is reversed and the settled invoices reopen.

Only a draft payment can be deleted; once confirmed, cancel it instead so the audit trail is preserved.

Approving high-value payments

Your organization can require certain payments — for example any payment at or above a chosen amount — to be approved before they can be confirmed. This keeps a second pair of eyes on large disbursements: the person who records a payment and the person who approves it are kept separate.

This applies only when an administrator has set up a payment approval rule (under Settings → Approval Workflows, choosing the Payment document type). If no rule matches a payment, it confirms directly, exactly as described above.

When a rule does apply:

Submit for approval — open the draft payment and choose Submit for approval. The payment becomes Pending approval and is locked from edits so its figures can’t change while it’s under review. (If you try to Confirm a payment that needs approval, Beelocity reminds you to submit it first.)
Approval — the approver (or chain of approvers) reviews the request in their Inbox and signs off. The payment then becomes Approved. While it’s pending you can Withdraw the request from the payment to reopen it as a draft.
Confirm — once Approved, whoever holds the confirm right commits the payment as usual.

The payment’s Approvals tab shows the request and each approver’s decision.

What changes automatically

Confirming a payment is the moment everything updates — you never adjust balances by hand:

A Cash Ledger row posts to the treasury account, so its balance reflects the money in or out.
Each allocated invoice has its paid amount increased and its status rolled to Partially paid or Paid.
Any foreign-exchange gain or loss realised at settlement is recorded on the payment for reference.

Cancelling or bouncing a confirmed payment reverses every one of these automatically.