Payments & dues

1. For one invoice or purchase: open its actions menu and click Add payment.
2. For many at once: open the contact and click Pay / Receive payment. The window lists the unpaid invoices and any opening balance, ticked and filled oldest first up to the amount you enter. Untick a line, or enter more than is due, and the rest is kept as an advance for later.
3. Choose the method and the account (cash, bank, etc.), add a reference and save.

See every payment in All Payments. Customers with overdue invoices appear on the dashboard and in the Aging report.

Post-dated cheques

Record a cheque payment with its cheque number, bank and cheque date. A cheque dated after the payment date is post-dated. It is held in "Post-dated Cheques Received" (or "Issued") and only reaches the bank when you clear it in the cheque register.

• The register lists cheques by due date. ZaleBee reminds you each morning of cheques due, and the daily summary lists them.
• Clear moves the money into the bank. Bounce takes the payment off again, so the invoice is due again. The cheque stays in the register as bounced.
• A payment edited later to a cheque with a later date becomes post-dated in the same way. The mobile app takes cheque payments too.

Cheque printing

Print your own bank cheques on any printer (laser, inkjet or all-in-one), with the amount in words written for you, a live preview, and every leaf of every cheque book tracked. Turn it on under Settings › Modules › Cheque Printing, then give roles the Cheque Printing permissions (view, print, manage).

1. Bank Accounts: add the account your cheque book belongs to. Pick its bank from the built-in list (Indian and GCC banks, or add your own) and link it to a payment account in your books, or create a new one there.
2. Cheque Books: enter the first leaf number and how many leaves. Each leaf is tracked separately.
3. Cheque Layouts: start from the CTS-2010 layout (202 × 93 mm, most Indian bank cheques). Upload a scan of a blank cheque as the background and drag each detail into place. Print a Test print on plain paper and hold it against a cheque to check alignment.
4. Printer Settings: save up to five combinations per user: paper (A4, Letter or a cheque-sized page), how the cheque goes in (horizontal or vertical; left, centre or right), and a fine offset in mm if your printer prints slightly off.
5. Write Cheque: pick the payee, enter the amount and date, and press Save & Print. In the print dialog set scale to 100% / "Actual size" and turn headers and footers off.

Tracking: each leaf goes Unused › Prepared › Signed › Issued › Cleared, or Returned (bounced), Stopped, Cancelled or Missed. Change it with Change on the cheque, with the date and a note such as the bounce reason. The Dashboard shows the count per status, upcoming and past-due cheques, and how much of each book is used. Cheques lists them all by status, bank account, book, date or payee, and exports to CSV.

Recording it in the books: when you mark a cheque Issued you can record it as a payment to the supplier (applied to the bills you tick, any rest kept as an advance) or as an expense, paid from the cheque book's payment account. A cheque dated later than that is post-dated: it waits in the cheque register until you mark it Cleared on either screen, and each screen follows the other. Marking it Returned, Stopped or Cancelled takes the payment off again, so the bill or expense is due again.

Payments in a foreign currency

An invoice or purchase in a customer's or supplier's own currency (set the currency on the contact) shows that currency on the payment form. Enter the amount in that currency and today's rate. The payment settles the invoice at the rate it was booked at, and the difference goes to Exchange Gain/Loss. The mobile app does the same. Rates keep up to 8 decimals.