Take more than a shop owes and use it on the next invoice
There is no “advance” in Slflo. Money paid beyond what a shop owes stays on its account and is used, on its own, against the shop’s next invoices. Suppose that on Wednesday 14 October, a week after the Nile Fresh day, Delta Kiosk hands Omar 500.00 for its 456.00 invoice. Who: rep and office · Where in the cycle: Collect.
Before you start
Section titled “Before you start”- Delta Kiosk owes 456.00 (INV-000002); its credit limit is 300.00.
- Omar’s cash from 7 October was banked, so he holds nothing.
- At the office, recording a payment needs Take payments (PAYMENT_RECORD).
The example, step by step
Section titled “The example, step by step”1 · 14 October · Omar takes 500.00 — phone
Section titled “1 · 14 October · Omar takes 500.00 — phone”In the visit Omar taps Collect payment. The sheet reads Owes EGP 456. He types 500, keeps Cash, taps Record payment and shares the receipt. The phone’s receipt is provisional and says nothing about the extra 44.00.
2 · The payment reaches the office
Section titled “2 · The payment reaches the office”At the sync the payment pays the oldest open invoice first. INV-000002 takes 456.00 and is closed; the other 44.00 has nothing to pay, so it stays on Delta Kiosk’s account. The receipt, as printed from Money › Receipts:
Nile Fresh
RECEIPT · RC-000003
- Customer
- CUST-00002 · Delta Kiosk
- Method
- Cash
- In credit
- 44.00 EGP
- By
- REP-03
- Cleared against INV-000002456.00
- On account44.00
ReceivedEGP 500.00
A shop in credit has a negative balance: Delta Kiosk “owes” −44.00.
| Item | Before | After | Change |
|---|---|---|---|
| Delta Kiosk owes | 456.00 EGP | -44.00 EGP | −500.00 |
| Cash in Omar's hand | 0.00 EGP | 500.00 EGP | +500.00 |
3 · What the office sees — console
Section titled “3 · What the office sees — console”- Money › Receipts, Today: RC-000003, 500.00. The tile Left as credit reads 44 — “1 paid more than it owed” — and the side panel shows what it Paid off.
- Money › Receivables no longer lists Delta Kiosk: it lists only customers who owe more than zero. Press Any outlet and pick it: the statement reads In credit 44.00.
- The customer’s page reads In credit 44.00. The receipt paper’s last line says “In credit 44.00”, never “Balance owing −44.00”.
- 44.00 left on account
In the docs run the 500.00 was recorded at the office, so the statement shows it as taken there.
4 · 21 October · The next sale uses the 44.00 — phone
Section titled “4 · 21 October · The next sale uses the 44.00 — phone”On Wednesday 21 October Omar sells Delta Kiosk 2 Water 6-pack from the van. Credit available is 300.00 − (−44.00) − 0.00 = 344.00, so the 114.00 sale passes.
Nile Fresh
INVOICE · INV-000003
- Customer
- Delta Kiosk
- Net
- 100.00
- VAT
- 14.00
- 2 PCS Water 6-pack × 50.00100.00
- VAT 14%14.00
TotalEGP 114.00
The moment the invoice opens its debt, the 44.00 on account is set against it. Nobody presses anything.
| Item | Before | After | Change |
|---|---|---|---|
| Delta Kiosk owes | -44.00 EGP | 70.00 EGP | +114.00 |
| INV-000003 still owed | 114.00 EGP | 70.00 EGP | −44.00 |
| VAN-03 · Water 6-pack | 38 PCS | 36 PCS | −2 |
Delta Kiosk’s statement now shows INV-000003 with 70.00 of 114.00 open. (Receipt and invoice numbers in this example are illustrative.)
The same at the office counter
Section titled “The same at the office counter”Suppose Garden City Grocer owes nothing and pays 500.00 at the office by transfer, reference TRX-5541, for goods it will order next week. The office opens Money › Receivables, presses Any outlet, picks the shop, types Amount 500, Method Transfer, Reference TRX-5541 and presses Record payment: “Recorded 500.00 EGP · 500.00 left on account”.
Nile Fresh
RECEIPT · RC-000004
- Customer
- CUST-00004 · Garden City Grocer
- Method
- Transfer
- Ref
- TRX-5541
- In credit
- 500.00 EGP
- No open items — on account
- On account500.00
ReceivedEGP 500.00
| Item | Before | After | Change |
|---|---|---|---|
| Garden City Grocer owes | 0.00 EGP | -500.00 EGP | −500.00 |
Its next invoices use the 500.00 first, as Delta Kiosk’s did.
What happens next
Section titled “What happens next”- Credit: money on account raises what the shop may still take on credit, by the same amount.
- Cash: Omar’s 500.00 is cash in hand until the office banks it (Bank a rep’s cash).
- ERP: the payment is in the payments feed, with the part left on account.
- Audit: “Took a payment” for the one recorded at the office. Payments from phones are not in the audit trail; they are on Receipts.
If something goes wrong
Section titled “If something goes wrong”| What you see | What to do |
|---|---|
A customer is missing from Receivables | It owes nothing or is in credit. Find it with Any outlet. |
What is owed fell, with no payment | Money on account or a credit note was set against a new invoice. The statement shows which. |
This payment is more than your role may record at once. Record a smaller amount, or ask someone with a higher limit. OVER_LIMIT | At the office, the payment is above your role's largest payment. Record it in parts, or ask someone with a higher limit. |
Add the reference from the cheque, transfer, InstaPay or wallet message. REFERENCE_REQUIRED | Every method but cash needs its reference. |
Amounts have at most two decimals (piastres). Round it and enter it again. AMOUNT_TOO_PRECISE | Use at most two decimals. |