Record A Payment Against a Bill or Invoice in Acxite

Recording a payment against a bill or invoice in Acxite is now much simpler. Previously, Acxite required a single combined document for both the invoice and the payment. As a result, the invoice and payment could not be managed separately.

Prerequisites

Before you begin, ensure you have:

• Set up your business in Acxite.
• At least one active payment method has been set up in your business settings.

Record A Payment Against a Purchase Bill or Sales Invoice

You can follow these steps to record a payment against a Purchase Bill or Sales Invoice:

Step 1 – Navigate to the Purchase Invoice or Sales Invoice page.

Step 2 – Open the unpaid invoice for which you want to record a payment.

Step 3 – Make sure the Amount Due is greater than zero.

Step 4 – Scroll down to the Payment section.

Step 5 – Enter the payment details in the following fields:

• Payment Date – Enter the date the payment was made. The payment date must be on or after the document date.
• Payment Method – Select the payment method used for the transaction.
• Payment Amount – This field is automatically filled with the total invoice amount. You can update it if needed.
• Payment Reference – Enter the payment reference number.

Step 6 – Click the “Add Payment” button.

Once the payment is added successfully, the Payment Status will update to “Paid”. The recorded payment will also appear in the Payments section of the document.

Create a Credit Note Adjustment Against an Invoice

Use this option when a supplier or customer agrees to reduce the amount due on an invoice, such as for returned goods or pricing corrections. This will create a credit note linked to the original invoice.

Step 1 – Navigate to the Purchase Invoice or Sale Invoice detail page.

Step 2 – Make sure the invoice status is “Approved”, and the Amount Due is greater than zero.

Step 3 – Click the “Adjustment” button.

Step 4 – A new browser tab will open with a pre-filled Credit Note form. Acxite automatically copies the following details from the invoice:

• Contact details
• Document type
• Transaction type
• Invoice line items

Step 5 – Update the required header details if needed. You can edit the following fields:

• Document Date
• Document Number
• Due Date

Note: The Document Number field is automatically filled using the original invoice or bill number, but you can still update it if needed.

Step 6 – Review the credit note details and click the “Approve” button.

Note: Invoice line items cannot be added, edited, or removed from the credit note.

Step 7 – Once approved, the credit note is linked to the invoice. 

Step 8 – Return to the invoice detail page and scroll to the footer. You will see an Allocation amount line showing the allocated credit note amount.

Step 9 – Click the hyperlinked amount to open the credit note in a new tab.

Note: Once a credit note is linked to an invoice, the invoice cannot be edited, deleted, archived, transferred, or reclassified until the credit note is deleted. The credit note itself can only be deleted. 

Record a Cash Refund Against a Credit Note

Use this option when a credit note has not been issued for an invoice, and the supplier or customer is returning the amount as a cash refund or a bank transfer.

Step 1 – Navigate to the Purchase Invoice or Sale Invoice page and open the approved credit note.

Step 2 – Make sure the credit note status is “Approved”.

Step 3 – Scroll down to the Refunds section below the credit note

Step 4 – Enter the refund details in the following fields:

• Refund Date – Enter the date the refund was received or issued.
• Refund Amount – This field is automatically filled with the remaining unallocated amount of the credit note.
• Payment Method – Select the payment method used for the refund.
• Reference – Enter a reference number or additional notes if required.

Step 5 – Click the “Add Refund” button.

Step 6 – Once the refund is added successfully, it will appear in the Refund section.

Related Articles 

1. Overview of the Purchases Module
2. Overview of the Sales Module
3. Manage Payment Methods

Frequently Asked Questions