How to Post Payments in the Sales Ledger

This guide explains how to post a payment in the Sales Ledger within Navigator. By following these steps, you can ensure accurate allocation of payments against invoices and maintain up-to-date financial records.

Steps to Post a Sales Ledger Receipt

1. Access the Sales Ledger

1. Navigate to the Navigator Main Menu.
2. Select Accounts from the dropdown menu.
3. Choose Sales Ledger.
   • A window similar to the example below will appear:
4. Then select Receipt.

2. Enter Payment Details

1. Nominal Date: Enter the date for the payment posting.
2. Cash Received: Input the total payment amount received.
3. Payment Type: Specify the type of payment (e.g., cash, cheque, card).
4. Reference: Add any relevant reference for the payment, such as a cheque number or bank reference.

3. Allocate Payment to Invoices

1. Click the Allocate button.

   • A window similar to the one below will appear:

2. Allocate Full Payment:

   • Double-click the invoices you want to allocate the payment against.
   • The allocated amount will appear in the Allocated column.

3. Allocate Partial Payment:

   • Right-click on the invoice line you want to partially pay.
   • Select the Part Pay option.
   • A pop-up window will appear:
   • Enter the partial payment amount and click OK.
   • The allocated amount will now reflect in the Allocated column.

4. Review Allocations

• At the bottom of the window, you will see:
  • To Allocate: The total amount remaining to be allocated.
  • Allocated: The total amount allocated to invoices.
  • Unallocated: Any amount not yet allocated.

5. Post the Payment

1. Once all allocations are complete, click the Post button.
2. The invoices in the Sales Ledger account will then be marked as paid.
3. Payments will move to Cleared Transactions overnight.

Key Notes

• Partial Payments: Use the Part Pay option for flexibility in handling partial settlements.
• Unallocated Amounts: Ensure that all amounts are correctly allocated to avoid discrepancies.
• Cleared Transactions: Payments are cleared overnight, ensuring the ledger remains up-to-date.

Scenarios Where This Process is Useful

• Allocating payments received against multiple invoices.
• Handling partial payments for specific invoices.
• Ensuring accurate financial records for customer accounts.