Receipts: recording, verifying, bouncing, cancelling and notes

How a receipt works

A receipt is recorded by whoever took the money: the rep on the booking form, CRM from a buyer's payment report, or accounts directly on ERP › Receipts & payments. It counts, and gets its number, only when accounts verifies it against the bank on its value date. Numbers therefore follow verification order, one series per project, restarting at 1 on 1 April; there are no gaps, a verified receipt cannot be deleted, and a bounced one keeps its number.

Recording a receipt

1. Click Record receipt and choose the Booking (bookings under approval or approved are listed).
2. Enter the Amount (₹) and the Mode: CHEQUE, NEFT, RTGS, UPI, CASH, DD, TDS (buyer deposited 1%) or OTHER. For TDS the money fields give way to Challan no. (CIN), Deposit date, 26QB acknowledgement, Assessment year and Form 16B no.
3. Fill the Instrument date, the Value date (bank credit) if known, the Instrument no. / UTR and the Bank. If the booking has an open late-fee invoice, Apply to lets you point the money at it instead of the schedule.
4. Click Record receipt. It appears under To verify as "on verification".

Verifying, removing and bouncing

• Verify (finance only): check the Value date on the row (it defaults to the instrument date for transfers and to today for cheques and DDs) and click Verify. The receipt takes its number, is applied to its demand (or the oldest open one), its PDF is frozen, the buyer is told "Receipt …: ₹x received", and a Receipt mail with the statement is drafted.
• Remove (the bin) deletes an unverified receipt that was recorded by mistake; it never used a number.
• Bounce, on a verified receipt, asks for the bank's reason. The money is reversed, the schedule and letter fall back, the buyer is told, and the receipt keeps its number with a VOID copy. Record the replacement as a new receipt.
• PDF prints the receipt; staff copies are stamped "OFFICE COPY · not for the buyer"; a buyer's later copies say "DUPLICATE COPY".
• Payments reported from the client portal appear under Reported by buyers; CRM checks the Proof and clicks Record receipt (pre-filled) or rejects the report with a reason the buyer reads.

Cancelling and reissuing a receipt (two people)

A verified receipt is never edited. If the amount, mode, reference, bank or dates were wrong, one finance user requests a cancellation, and a different finance user approves it. Until then the receipt stays valid. The reissued receipt takes a new number at once and the buyer's payment report moves to it; the cancelled one keeps its number and prints as a voided copy.

1. On the Verified tab click Cancel or reissue on the row.
2. Write the Reason (at least 10 characters; it goes on the record). Leave Issue a corrected receipt in its place ticked and correct the Amount, Mode, Reference, Bank, Paid on and Value date; untick it to cancel without a replacement.
3. Click Request cancel and reissue (or Request cancellation). The request shows under Cancellations waiting for approval with "You asked for this; someone else decides".
4. Another finance user reads the before → after summary and clicks Approve or Reject.

Issued documents are frozen

Receipts, demand letters, interest invoices and welcome letters are drawn once, when issued, and every later download (staff, portal or email) serves the same bytes. Changing the buyer's address, the project's bank or the document look never reprints them; a correction is always a new document. Only the statement of account is drawn fresh, as on the day it is requested.

Credit and debit notes

A demand letter is never edited. To lower what the buyer owes on it, record a credit note; to raise it, a debit note. The note itself is issued in your accounting software (Tally or the like); BMexa records it, a second finance user approves it, and the stage and the statement move accordingly.

1. On the booking's Payment tab, in Credit / debit notes, click Record note on the letter.
2. Choose Credit note or Debit note, enter the Note number (as issued), Note date, Taxable value (₹), GST (₹), attach the Signed note (PDF) and give the Reason. Click Record for approval.
3. Another finance user approves it under Credit / debit notes waiting for approval on the Receipts page.