Record a payment on account

A customer who buys on account pays later, by cash, M-Pesa, card or bank transfer. Record the payment on their page: Kila takes it off what they owe, settles their oldest invoices first and gives the payment a receipt number.

Steps

1. Open the customer and tap Record payment

   Find the customer under Customers › All customers and open them. Record payment shows at the top when the customer owes something on account.

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2. Choose how they paid

   Payment from the customer opens. It says how much they owe, and “The payment settles the oldest invoices first.” Tap Cash, M-Pesa, Card or Bank.

3. Type the amount and the reference

   Kila starts with everything the customer owes: change it to what they paid. For a bank transfer, add the Bank reference from the bank’s message or slip.

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4. Tap Record payment

   Kila says Payment recorded, with the amount, how it was paid and the receipt number, such as “KES 1,500.00 received by bank transfer. Receipt PAY-000772.” What the customer owes goes down straight away.

5. Check the statement

   On the Statement tab the payment has a line of its own, with the invoices it settled, such as “Payment by bank transfer EQ79241574, applied to S-000099”.

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Paid by M-Pesa

After tapping M-Pesa, choose one of two ways:

• Send a prompt to the customer’s phone: “The customer confirms with their M-Pesa PIN.” Kila waits for M-Pesa to confirm, and takes the payment off the account once it does. Until Kila’s M-Pesa connection is live (Integrations and API says Prompts not connected), Kila sends no prompt and says “M-Pesa prompts are not connected to Safaricom yet”: enter the code instead. See Take M-Pesa.
• Enter the M-Pesa code from the customer’s message: “Recorded as not confirmed yet until it matches the M-Pesa statement.”

Tip

A customer who wants to pay before they buy pays a deposit instead: Take deposit on their page. “Held on the account as an advance payment. It is used at the till or on a booking.”

For your business

For professional firms

When a client withholds tax, record the certificate when it arrives: see Record a withholding tax certificate.

Steps differ for professional firms. Choose your businessNothing here differs for your business, .

What if

The amount is more than the customer owes

Kila names what they owe, such as:

Kila shows:

That is more than KES 17,533.00.

Record payment stays grey. Record what they owe, and take the rest as a deposit.

Related

• Print a customer statement: what is left after the payment.
• Follow up an overdue account: if they still owe.
• Set a credit limit and payment terms: how much they may owe.
• Credit controller (hotel): a hotel’s company accounts.
• Bill account customers: at a logistics business, billing when delivered or once a month.

Next: print the customer a statement that shows the payment.