at 2026-07-27 04:30,
Question said:
| My customer paid me before I issued the invoice. The receipt date is earlier than the invoice date. How do I record this?
at 2026-07-27 04:30,
Answer said:
| This is a normal situation. It is called a customer deposit, advance payment, or prepayment: the customer pays before you issue the final invoice or deliver the goods or services. A receipt date earlier than the final invoice date is supported.
|
| Prerequisite — create the Customer Deposit account if it does not exist:
| 1. Go to the Chart of Accounts and add a new account.
| 2. Name it 'Customer Deposit' (or a name containing 'deposit' or '按金').
| 3. Set its nature to Current Liabilities. Customer payments received before a sale occurs are a liability of the company, not yet sales revenue.
|
| You can record it in either of these two ways. Both produce the same accounting result; the difference is convenience and how the deposit is tracked.
|
| --- Method 1: Manual method (flexible, not tied to a specific invoice) ---
|
| This method uses the standard invoice and receipt pages. The deposit is recorded as ordinary account entries. It is flexible because one deposit can be applied to any future invoice for that customer.
|
| Workflow A — with a deposit invoice (when you need a formal document):
| - Step 1: Create a sales invoice. In the account entry grid, select 'Customer Deposit' as the account and enter the deposit amount. Do not add inventory items — this invoice only requests the advance payment. Save. Accounting: DR Accounts Receivable, CR Customer Deposit.
| - Step 2: Open the Receipt page, choose the customer. The deposit invoice appears in the invoice list. Enter the amount received against it. The system auto-populates the receiving bank or cash account. Save. Accounting: DR Bank/Cash, CR Accounts Receivable.
| - Step 3: When you later issue the final sales invoice with inventory items, add an extra row in the account grid. Select 'Customer Deposit' and enter the deposit as a negative amount (e.g., -200.00). This debits the deposit liability and reduces the net AR on the invoice. Accounting: the negative credit on the deposit row offsets the sales revenue, leaving net AR as the remaining balance.
|
| Workflow B — without a deposit invoice (shortcut, direct receipt):
| Go directly to the Receipt page. Choose the customer. Enter two rows: the first row is the bank or cash account (positive amount), the second row is the Customer Deposit account (negative amount). For example, Bank 3,000, Customer Deposit -3,000. Save. Later apply the deposit on the final invoice the same way as Step 3 above.
|
| --- Method 2: Deposit button method (tied to a specific invoice) ---
|
| This method uses a dedicated Deposit button on the Invoice page. Deposits are linked to that specific invoice and stored in a dedicated tracking table. The system provides a modal dialog with automatic calculations.
|
| - Create the invoice with customer, inventory items, and total as usual.
| - Click 'Deposit' at the bottom-right of the invoice page, near the Total and Balance area. A 'Deposits Details' modal opens with a table containing these columns: Deposit Account, % (percentage of invoice total), Amount, Remarks, Received (checkbox), Date, Receipt Account, and Settlement Remarks.
| - Add a row. Choose the Deposit Account. Enter either the percentage or the exact amount — the other value updates automatically (bidirectional calculation).
| - Enter the actual receipt date and select the bank or cash account that received the payment.
| - If the payment has already been received, tick 'Received'. This triggers the system to auto-generate a separate settlement bill (type 'inv-D') with paired entries: DR Bank/Cash, CR Customer Deposit. You do not need to record the receipt again on the separate Receipt page.
| - Save. The invoice updates its Deposit and Balance amounts automatically. Balance = Total minus Deposit.
|
| This deposit is only usable on this specific invoice and cannot be applied to other invoices for the same customer. You may add multiple deposit rows if the customer made several advance payments.
|
| --- Reporting ---
|
| Review both types of deposits in the Deposit Status Report: Reports → Sales Analysis Report → Deposit Status. The report shows a per-customer running ledger with transaction date, description, invoice or receipt number, amount, and deposit/balance.
at 2026-07-27 04:30,
Question said:
| 客戶在我開出發票前已經付款，收款日期早過發票日期，應該如何記錄？
at 2026-07-27 04:30,
Answer said:
| 這是常見情況，稱為客戶按金、預收款或預付款：客戶在您開出正式發票或交付貨品或服務前先付款。收款日期早於正式發票日期是系統支援的正常流程。
|
| 前置步驟 —— 如尚未建立「客戶按金」科目，請先建立：
| 1. 前往會計科目表，新增一個科目。
| 2. 名稱使用「客戶按金」（或包含「按金」或「deposit」等字眼）。
| 3. 科目性質選擇「流動負債」。客戶在銷售發生前預先支付的款項屬於公司的負債，不應立即記作銷售收入。
|
| 您可以用以下兩種方式記錄。兩種方式的會計結果相同，分別只在於操作方便程度及按金的追蹤方式。
|
| --- 方式一：手動方式（較靈活，不限於特定發票） ---
|
| 此方式使用標準的發票及收款頁面操作，按金以一般會計分錄記錄。優點是靈活，一筆按金可用於該客戶日後任何一張發票。
|
| 做法 A —— 開立按金發票（需要正式文件給客戶時）：
| - 步驟 1：建立銷售發票，在科目欄選擇「客戶按金」，輸入按金金額。不要加入存貨項目，此發票只用作要求預付款。儲存。會計分錄：借方 應收帳款，貸方 客戶按金。
| - 步驟 2：進入收款頁面，選擇客戶。步驟 1 的按金發票會顯示在發票列表中，直接對該發票輸入已收金額。系統會自動填入收款的銀行或現金科目。儲存。會計分錄：借方 銀行/現金，貸方 應收帳款。
| - 步驟 3：日後開立正式銷售發票時，在科目欄新增一行，選擇「客戶按金」，輸入負數金額（例如 -200.00）。這會借方沖減按金負債，扣減發票的應收淨額。
|
| 做法 B —— 不開按金發票（快捷方式）：
| 直接進入收款頁面，選擇客戶。輸入兩行：第一行選擇銀行或現金科目（正數），第二行選擇「客戶按金」（負數）。例如銀行 3,000，客戶按金 -3,000。儲存。日後在正式發票以步驟 3 方式扣減按金。
|
| --- 方式二：按金按鈕方式（款項明確屬於該張發票） ---
|
| 此方式使用發票頁面的專用「按金」按鈕，按金與該張發票綁定，並儲存在專用的追蹤資料表。系統提供對話視窗及自動計算功能。
|
| - 如常建立發票，輸入客戶、存貨項目及發票總額。
| - 在頁面右下角「總額」和「餘額」附近按一下「按金」，開啟「按金詳情」對話視窗。視窗中的表格包含以下欄位：按金科目、%（佔發票總額百分比）、金額、備註、已收取（勾選框）、日期、收取科目及收款備註。
| - 新增一行，選擇按金科目。輸入百分比或實際金額，另一個數值會自動更新（雙向計算）。
| - 輸入實際收款日期，並選擇收款的銀行或現金科目。
| - 如款項已收取，勾選「已收取」。系統會自動產生獨立的結算單據（類型 'inv-D'），分錄為：借方 銀行/現金，貸方 客戶按金。您毋須再到獨立的收款頁面重複輸入同一筆收款。
| - 儲存。系統會自動更新發票上的按金及餘額：餘額 = 總額 − 按金。
|
| 此按金僅限該張發票使用，不能用於該客戶的其他發票。如客戶有多筆預付款，可新增多行按金。
|
| --- 報表查閱 ---
|
| 兩種按金都可查看：報表 → 銷售分析報表 → 按金狀況。報表以每個客戶的累計流水帳方式顯示，包括交易日期、說明、發票或收據編號、金額及按金/餘額。
at 2026-07-27 04:31,
Question said:
| How do I record an advance payment from a customer before I know which final invoice it will be used for?
at 2026-07-27 04:31,
Answer said:
| Use the manual deposit method. It is designed for cases where the advance payment is not yet assigned to a particular invoice. Choose the approach that fits your workflow:
|
| Approach A — with a deposit invoice (when you need a formal document for the customer):
|
| 1. Create a deposit invoice:
| - Go to Operations Zone → Sales → Invoice and open a new invoice.
| - Fill in the date, invoice number, and customer.
| - In the account entry grid, select 'Customer Deposit' as the account. The account code may vary by template (e.g., 22320); look for any Current Liabilities account with 'deposit' or '按金' in its name.
| - Enter the deposit amount. Do not add inventory items — this invoice is only for requesting the advance payment.
| - Save. Accounting: DR Accounts Receivable, CR Customer Deposit.
|
| 2. Record the money received:
| - Open the Receipt page (Operations Zone → Receipt).
| - Choose the date and customer.
| - The deposit invoice from step 1 appears in the invoice list. Enter the amount received against it.
| - The system auto-populates the receiving bank or cash account in the settlement grid.
| - Verify the amounts balance and save. Accounting: DR Bank/Cash, CR Accounts Receivable.
|
| 3. Apply the deposit later:
| - When the final sale is confirmed, create the sales invoice as usual with inventory items and revenue accounts.
| - Add an extra row in the account grid. Select 'Customer Deposit' as the account.
| - Enter the deposit as a negative amount (e.g., if the deposit was 200.00, enter -200.00).
| - The system treats this negative credit as a debit to the deposit liability, reducing the net AR. For example, a 1,000.00 invoice with a -200.00 deposit row results in net AR of 800.00.
| - Save. Then collect the remaining balance (800.00) through a normal receipt.
|
| Approach B — without a deposit invoice (shortcut, direct receipt):
|
| If you do not need a formal deposit invoice document, skip step 1 entirely:
| - Go directly to the Receipt page. Choose the customer.
| - Enter two rows in the settlement grid:
| Row 1: Bank or Cash account (positive amount, e.g., 3,000).
| Row 2: Customer Deposit account (negative amount, e.g., -3,000).
| - The two rows must balance to zero. Save.
| - Later, apply the deposit on the final invoice the same way as step 3 in Approach A: add a Customer Deposit row with a negative amount.
|
| The Customer Deposit account must be a Current Liabilities account. This method is flexible because one advance payment can be managed separately and applied to any future invoice for that customer.
at 2026-07-27 04:31,
Question said:
| 客戶預先付款，但我暫時未知道會用在哪一張正式發票上，應該如何記錄？
at 2026-07-27 04:31,
Answer said:
| 如果客戶的預付款暫時未指定用於哪一張正式發票，應使用手動按金方式。請根據需要選擇做法：
|
| 做法一 —— 開立按金發票（需要正式文件給客戶時）：
|
| 1. 建立按金發票：
| - 前往「運作專區 → 銷售 → 發票」，開啟新增發票頁面。
| - 填寫日期、發票編號及客戶。
| - 在科目欄選擇「客戶按金」。注意：不同公司使用的會計科目模板不同，科目編號可能不同（例如 22320）；只要是「客戶按金」或名稱包含「按金」或「deposit」的流動負債科目即可。
| - 輸入按金金額。不要加入存貨項目，此發票只用作要求預付款。
| - 儲存。會計分錄：借方 應收帳款，貸方 客戶按金。
|
| 2. 記錄已收款項：
| - 進入收款頁面（運作專區 → 收款）。
| - 選擇日期及客戶。
| - 步驟 1 的按金發票會顯示在發票列表中，直接對該發票輸入已收金額。
| - 系統會自動在結算欄填入收款的銀行或現金科目。
| - 確認金額平衡後儲存。會計分錄：借方 銀行/現金，貸方 應收帳款。
|
| 3. 日後套用按金：
| - 確認正式銷售後，如常建立銷售發票，輸入存貨項目及收入科目。
| - 新增一行科目，選擇「客戶按金」，輸入負數金額（例如之前收按金 200.00，此處輸入 -200.00）。
| - 系統將此負數貸方視為借方沖減按金負債，扣減發票的應收淨額。例如發票總額 1,000.00，扣減按金 -200.00，應收淨額為 800.00。
| - 儲存。之後以一般收款方式收取餘額 800.00。
|
| 做法二 —— 不開按金發票（快捷方式）：
|
| 如不需要正式的按金發票文件，可跳過步驟 1：
| - 直接進入收款頁面，選擇客戶。
| - 在收款戶口輸入兩行：
| 第一行：銀行或現金科目（正數，例如 3,000）。
| 第二行：客戶按金科目（負數，例如 -3,000）。
| - 兩行金額必須互相平衡。儲存。
| - 日後在正式發票以做法一步驟 3 的方式扣減按金：新增一行「客戶按金」並輸入負數金額。
|
| 「客戶按金」科目必須是流動負債科目。此方法較靈活，因為您可以先獨立管理預付款，之後才決定套用於該客戶的哪一張發票。
at 2026-07-27 04:32,
Question said:
| My customer has already paid part of this invoice. Can I show that payment directly on the invoice?
at 2026-07-27 04:32,
Answer said:
| Yes. If the advance payment belongs to this specific invoice, use the Deposit button on the Invoice page. This method ties the deposit to that invoice and stores it in a dedicated tracking table.
|
| 1. Create the invoice as usual:
| - Go to Operations Zone → Sales → Invoice.
| - Enter the customer, inventory items, quantities, prices, and revenue accounts.
| - The system calculates the invoice total.
|
| 2. Click 'Deposit' at the bottom-right of the invoice page, near the Total and Balance area. A 'Deposits Details' modal dialog opens with a table.
|
| 3. In the deposit window, add a row. The table has these columns:
| - Deposit Account: Select the Customer Deposit account (a Current Liabilities account).
| - %: Enter the percentage of the invoice total (e.g., 50 for 50%).
| - Amount: Or enter the exact deposit amount directly. The other field updates automatically — if you enter 50%, the amount is calculated; if you enter an amount, the percentage is calculated.
| - Remarks: Optional description for this deposit row.
| - Received: A checkbox — tick if the payment has already been received.
|
| 4. Enter the date when the payment was actually received.
|
| 5. Select the bank or cash account that received the payment (Receipt Account column).
|
| 6. Optionally add Settlement Remarks (e.g., cheque number, bank reference).
|
| 7. Save the invoice.
|
| The invoice updates its Deposit and Balance values automatically. Balance = Total minus Deposit. When you print or export the invoice as PDF, the document shows the total amount, the deposit received, and the remaining balance.
|
| You may add more than one deposit row if the customer made multiple advance payments. Each row can have its own account, amount, date, and settlement details.
|
| This deposit is only usable on this specific invoice — it cannot be applied to other invoices for the same customer.
|
| If you ticked 'Received', the system automatically generates a separate settlement bill (type 'inv-D') with the paired entries: DR Bank/Cash, CR Customer Deposit. The deposit liability nets to zero after settlement. You do not need to enter this receipt again on the separate Receipt page.
at 2026-07-27 04:32,
Question said:
| 客戶已經支付了這張發票的部分款項，可以直接在發票上顯示這筆付款嗎？
at 2026-07-27 04:32,
Answer said:
| 可以。如果這筆預付款明確屬於這張發票，請使用發票頁面的「按金」按鈕。此方式將按金與該發票綁定，並儲存在專用的追蹤資料表。
|
| 1. 如常建立發票：
| - 前往「運作專區 → 銷售 → 發票」。
| - 輸入客戶、存貨項目、數量、單價及收入科目。
| - 系統會計算發票總額。
|
| 2. 在發票頁面右下角、「總額」和「餘額」附近按一下「按金」，開啟「按金詳情」對話視窗。
|
| 3. 在按金視窗中新增一行，視窗表格包含以下欄位：
| - 按金科目：選擇「客戶按金」科目（流動負債科目）。
| - %：輸入佔發票總額的百分比（例如輸入 50 即 50%）。
| - 金額：或直接輸入按金金額；另一個數值會自動更新。輸入百分比時金額自動計算，輸入金額時百分比自動計算。
| - 備註：此按金行的可選說明。
| - 已收取：勾選框 —— 如款項已收到請勾選。
|
| 4. 輸入實際收到款項的日期。
|
| 5. 選擇收款的銀行或現金科目（收取科目欄）。
|
| 6. 如有需要可加入收款備註（例如支票號碼、銀行參考編號）。
|
| 7. 儲存發票。
|
| 系統會自動更新發票上的按金及餘額。餘額 = 總額 − 按金。列印或匯出 PDF 發票時，文件會清楚顯示總額、已收按金及尾款。
|
| 如客戶有多筆預付款，可新增多行按金。每行可有各自的科目、金額、日期及結算詳情。
|
| 此按金僅限該張發票使用，不能用於該客戶的其他發票。
|
| 如勾選了「已收取」，系統會自動產生獨立的結算單據（類型 'inv-D'），分錄為：借方 銀行/現金，貸方 客戶按金。結算後按金負債淨額歸零。您毋須再到獨立的收款頁面重複輸入同一筆收款。
at 2026-07-27 04:33,
Question said:
| What should I do if my customer has already paid the advance amount?
at 2026-07-27 04:33,
Answer said:
| When you add the advance amount through the invoice Deposit window, tick the 'Received' checkbox to indicate the payment has already been received.
|
| Then fill in the settlement details:
| - Date: Enter the actual date when you received the payment.
| - Receipt Account: Select the bank or cash account that received the money (e.g., HSBC, Cash in Hand).
| - Settlement Remarks (optional): Add a reference such as a cheque number, bank transaction reference, or payment note.
|
| Save the invoice.
|
| What happens automatically:
| When 'Received' is ticked and you have provided the date and receipt account, the system automatically creates a separate settlement bill behind the scenes. This settlement bill:
| - Has type 'inv-D' (invoice deposit settlement).
| - Has its own bill number (the invoice number with a '-D1' suffix, e.g., 'INV001-D1').
| - Contains two paired accounting entries:
| DR Bank/Cash (the receipt account you selected).
| CR Customer Deposit (the deposit liability account).
| - This clears the deposit liability — after settlement, the deposit nets to zero.
|
| You do not need to go to the separate Receipt page to record this payment again. Doing so would create a duplicate entry.
|
| If 'Received' is NOT ticked:
| The deposit amount is still applied to reduce the invoice balance (Balance = Total minus Deposit), but it remains recorded as an amount expected from the customer. The deposit liability stays open. Only tick 'Received' after you have actually received the payment.
|
| If you need to record a partial receipt (e.g., the customer paid half now and will pay the rest later), you can add multiple deposit rows: tick 'Received' on the row for the portion already paid, and leave it unticked on the row for the portion still outstanding.
at 2026-07-27 04:33,
Question said:
| 如果客戶已經支付了預付款，我應該怎樣做？
at 2026-07-27 04:33,
Answer said:
| 如您透過發票的「按金」視窗加入預付款，而款項已經收到，請勾選「已收取」。
|
| 然後填寫結算詳情：
| - 日期：輸入實際收到款項的日期。
| - 收取科目：選擇收款的銀行或現金科目（例如匯豐銀行、現金）。
| - 收款備註（可選）：加入參考資料，例如支票號碼、銀行交易參考編號或付款備註。
|
| 儲存發票。
|
| 系統自動處理的事項：
| 勾選「已收取」並提供日期及收款科目後，系統會在背後自動建立獨立的結算單據。此結算單據：
| - 類型為 'inv-D'（發票按金結算）。
| - 擁有自己的單據編號（發票編號加上 '-D1' 後綴，例如 'INV001-D1'）。
| - 包含兩筆配對的會計分錄：
| 借方 銀行/現金（您選擇的收款科目）。
| 貸方 客戶按金（按金負債科目）。
| - 此舉會結清按金負債 —— 結算後按金淨額歸零。
|
| 您毋須再到獨立的收款頁面輸入此筆收款，否則會造成重複記錄。
|
| 如沒有勾選「已收取」：
| 系統仍會將該按金金額套用以扣減發票餘額（餘額 = 總額 − 按金），但會保留為預期從客戶收取的款項，按金負債仍未結清。只有在實際收到款項後才應勾選此選項。
|
| 如需記錄部分收款（例如客戶現在支付一半，稍後支付餘額），可新增多行按金：已支付的部分勾選「已收取」，尚未支付的部分不勾選。
at 2026-07-27 04:34,
Question said:
| How can I check how much advance payment a customer has paid and how much is still available?
at 2026-07-27 04:34,
Answer said:
| Go to Reports → Sales Analysis Report → Deposit Status.
|
| 1. Choose the date range you want to review (From and To dates).
| 2. Select the customer from the dropdown. Important: the report shows one customer at a time. There is no consolidated view across all customers — you must select each customer individually.
| 3. Click Search to run the report.
|
| The report displays a running ledger for the selected customer. Each row shows:
| - Date: The transaction date.
| - Description: The nature of the transaction.
| - Trans No.: The invoice or receipt number.
| - Amount: The transaction amount.
| - Deposit/Balance: The running deposit balance after each transaction (cumulative).
|
| The report includes deposits from both methods:
| - Manual method deposits recorded as Customer Deposit account entries on invoices and receipts.
| - Deposit button method deposits entered through the invoice Deposit modal.
|
| Both produce the same kind of accounting entries on Current Liabilities accounts, so the report treats them identically.
|
| For a printable record, you can also use the customer statement report.
|
| If deposit entries do not appear in the report:
| - Confirm the entries were saved successfully.
| - Verify the Customer Deposit account is a Current Liabilities account.
| - Check that the entries are within the selected date range.
| - Note that entries made through Accounting/Journal Entry instead of the Sales module may not appear in Sales module reports.
at 2026-07-27 04:34,
Question said:
| 我如何查看客戶已支付多少預付款，以及尚餘多少可用？
at 2026-07-27 04:34,
Answer said:
| 請前往「報表 → 銷售分析報表 → 按金狀況」。
|
| 1. 選擇要查閱的日期範圍（由及至）。
| 2. 從下拉選單選擇客戶。注意：報表每次只顯示一個客戶的資料，不提供跨客戶的匯總檢視——您必須逐一選擇客戶查看。
| 3. 按「搜尋」執行報表。
|
| 報表以累計流水帳方式顯示所選客戶的記錄。每行顯示：
| - 日期：交易日期。
| - 摘要：交易性質說明。
| - 交易編號：發票或收據編號。
| - 金額：交易金額。
| - 按金/餘額：每筆交易後的累計按金餘額。
|
| 報表包含兩種方式記錄的按金：
| - 手動方式：在發票及收款中以「客戶按金」科目記錄的按金。
| - 按金按鈕方式：透過發票「按金」對話視窗輸入的按金。
|
| 兩種方式在流動負債科目上產生相同類型的會計分錄，因此報表無需區分處理。
|
| 如需列印記錄，亦可使用客戶結單報表。
|
| 如按金記錄沒有顯示在報表中：
| - 確認記錄已成功儲存。
| - 確認「客戶按金」科目為流動負債科目。
| - 檢查記錄是否在選擇的日期範圍內。
| - 注意：透過會計/傳票輸入而非銷售模組輸入的記錄，可能不會顯示在銷售模組報表中。