Record receipt / Record payout

Use this page to record money coming in (a receipt) or going out (a payout): who paid or was paid, how and how much. A receipt settles the payer's open demands by itself, oldest due first, and the card What this receipt settles shows you where the money will go before you save; a payout is allocated to commissions or benefit rows by hand. The payment is saved as Pending, or saved and cleared in one step.

A buyer's money is recorded as three separate entries, never as one receipt with TDS and GST fields:

• a Consideration receipt for the price, into the project's collection account, which the bank sweeps the moment it clears;
• a GST receipt for the tax, into the project's GST account (or its operative account), never swept; it can be recorded on its own, or together with the consideration receipt in one save;
• a TDS credit for the TDS the buyer deducted and deposited with the Income Tax department: money that never reaches the bank, so it is not a receipt at all.

Where to find it

The same page opens as Record receipt or Record payout, depending on where you start:

• The Payments list: Record receipt or Record payout in the header.
• A booking's Demands & money tab: Record receipt, shown on an active booking. The booking, buyer and project are filled in for you.
• A demand that is Issued or Partially Paid: Record receipt. Amount received is filled in with what the demand still takes in money (its open amount less the TDS credit still expected); nothing is pre-allocated, because the receipt settles the open demands by itself, oldest due first. For a demand on a booking, the booking comes with it; for a demand on a society member's offer, the society, the member and the project do.
• A commission that is Approved or Partially Paid: Record payout. The booking, the channel partner and the purpose "Brokerage" are filled in, and the commission is already allocated.
• The Dashboard: Record a receipt.

You need the Create permission on Payments. Without it the page shows "No access" and "You do not have permission to view recording payments. Ask your administrator." In the default roles, the Administrator, Finance Lead and Accountant have it.

Before you start

• The books must exist for the company that receives or pays the money. For a booking, that is the promoter company of the booking's project. See Books and the Books overview.
• To clear into a bank account, the books need a ledger for that account. For a project's collection, RERA separate, operative and GST accounts, Sync bank ledgers creates the missing ones; the button appears where the missing ledger is reported: on the Ready to sell and collect? card of the Project overview, in the booking wizard and on an offer's purchase blockers under Society & Tenants. It needs the Edit permission on Projects. Any other account's ledger is added under Ledgers in the chart of accounts.
• To settle a buyer's demand, the demand must be issued first. A receipt with nothing to settle is kept on account on the buyer's ledger, as an advance.
• A commission must be approved before you can pay it against the commission.
• Clearing needs an open fiscal year that covers the date.

What you see

The header reads Record receipt with a green Money in badge, or Record payout with an amber Money out badge. The breadcrumbs read Payments > New.

• For a receipt the description is "Money received from a buyer or a society member against demands or schedule rows, or on account. The consideration goes to the collection account and the GST to the GST or operative account, each as its own receipt; the TDS the buyer deducts is a TDS credit, recorded under Payments > TDS credits."
• For a payout it is "Money paid to a channel partner against an approved commission, or to a society member against a benefit row. Benefits and member charges never net off: each side is settled on its own."

Who and where

• Booking: search the active bookings, newest first (placeholder "Search active bookings"). For a receipt, picking a booking makes its buyer the party, fills in the project and takes the books from the project's promoter (hint "Sets the buyer and the books; receipts settle its demands."). For a payout the booking is optional (hint "Optional; narrows commissions to this booking."): it limits the commissions offered to that booking, fills in the project and fixes the books, but doesn't pick the payee. The field shows only when you have the View permission on Bookings.
• Books: which company's books the payment goes into. Once a booking is picked, the field is locked and reads "From the booking's promoter" (hint "Derived from the booking's project."). Otherwise choose it (placeholder "Choose…", hint "Needed when no booking or commission fixes the books."). It starts on the books chosen in the accounting header. The list of books needs the View permission on Books; without it there is nothing to choose, so the books must follow from a booking or a commission.
• Party: who paid or is being paid. Choose Person (customer, vendor), Company (channel partner, contractor) or Society member, then pick the person, company or member. A receipt starts on Person (customer, vendor), a payout on Company (channel partner, contractor). A person is picked in the Person box (placeholder "Search by name, phone or email"); a company in the Company box, searched among active companies (placeholder "Search active companies"). For a society member, choose the Society first (placeholder "Choose…"), then the Member (placeholder "Search by name, phone, membership or flat", or "Choose the society first" until a society is picked). A kind you can't search is left out of the list: people need the View permission on Contacts, companies the View permission on Companies, and society members the View permission on Societies and on Tenants. If the kind the form starts on is one you can't search, a note reads, for example, "Searching company (channel partner, contractor) needs read access to that module." Hint: "A party ledger is settled bill by bill and cannot be re-linked later."
• Project: the project the money relates to (placeholder "Not project-specific"). It needs the View permission on Projects.
• Purpose: on a receipt, a list (placeholder "Choose…"): Installment, GST, TDS, PFC or Other Charges. Other Charges opens Which charges (placeholder "Society transfer fee, extra work…", up to 255 characters). GST switches This receipt is to GST and back (hint "Sets This receipt is to GST."); TDS shows the hint "A buyer's TDS is recorded as a TDS credit under Payments > TDS credits, not as money received." An older receipt whose purpose was typed keeps it as an extra entry. On a payout, free text (placeholder "Brokerage, corpus, rent, vendor bill…"), up to 100 characters.

How and how much

• This receipt is (receipts only): two cards, Consideration ("The price (base, PLC, parking, deposits…). Into the collection account; the bank sweeps it the moment it clears.") and GST ("The tax on the price, paid by the buyer. Into the GST account (or the operative account); never swept."). Consideration is selected by default. Hint: "One receipt per entry. Tick the box below to record the GST receipt together with the consideration." The choice is fixed once the receipt is saved.
• Received on (receipt) or Paid on (payout): required, today by default.
• Mode: required, NEFT by default. The choices are Cash, Cheque, Demand draft, NEFT, RTGS, IMPS, UPI, Card and Other.
• Amount received (a consideration receipt), GST amount (a GST receipt) or Gross amount (a payout): required, at least ₹0.01. On a receipt the hint reads "What reached the bank. The TDS the buyer deducted is recorded as a TDS credit, not here." A receipt has no TDS fields: enter the money that actually arrived, and record the TDS the buyer deducted as a TDS credit.
• TDS deducted (payouts only): optional, hint "Tax withheld from the payee." When you enter an amount, TDS section appears (placeholder "194H").
• Into our account (receipt) or From our account (payout): the active bank accounts of the books' company, shown as "<bank> ····<last four digits> · <purpose>". Leave it empty for cash (placeholder "Cash"). It stays greyed until the books, a booking or a project tell the form whose accounts to list ("Pick the books or booking first"), and it needs the View permission on Bank Accounts. Hint: "The books need a bank ledger for this account." (on a GST receipt: "The project's GST account, else its operative account. The books need a bank ledger for it."). The field is hidden when the mode is Cash.
  • For a consideration receipt with a project, the field is filled in with the project's collection account as soon as the project is known (unless the mode is Cash; reading the project's accounts needs the View permission on Projects), because under RERA every buyer payment enters there. If you pick another account, an amber alert appears: "Under RERA every buyer payment enters the project's collection account (<bank> ····<last four digits>), where the bank sweeps it. Pick it unless the money really went elsewhere; the receipt is saved either way, with a warning."
  • For a GST receipt with a project, it is filled in with the project's GST account, or its operative account when the project has no GST account. If you pick any other account, the alert reads "A GST receipt goes into the project's GST account (<bank> ····<last four digits>) or its operative account (<bank> ····<last four digits>). Into the collection account it is swept with the consideration; the receipt is saved either way, with a warning."
• Also record the GST receipt (a consideration receipt, when recording; not shown when editing): tick it when the buyer paid the GST too. Its text reads "The buyer paid the GST too: a second receipt, same date and instrument, into the GST (or operative) account, settling the same demands." Ticking it shows GST amount and, unless the mode is Cash, GST into (the same list of accounts; the placeholder names the project's GST or operative account as "<bank> ····<last four digits>", or reads "The project's GST / operative account"; hint "Never swept: the sweep takes only what reached the collection account."). Leave GST into empty to use the project's GST account, else its operative account. The What this receipt settles card then adds "The GST receipt settles the same demands the same way."
• From the payer's account or To the payee's account: optional (placeholder "Not recorded"). It shows once a party is picked, with the View permission on Bank Accounts.
• For Cheque or Demand draft: Cheque number and Cheque date (or Demand draft number and Demand draft date), and Drawn on (placeholder "Bank and branch").
• For NEFT, RTGS, IMPS, UPI or Card: UTR / reference. It is changed to capitals as you type.
• Narration: optional free text.

What this receipt settles (receipts)

On a receipt this card replaces the allocations: you do not pick the demands, the amount settles them by itself. Its text reads "The amount settles the booking's open demands by itself, oldest due first; anything left stays on account on the payer's ledger." (for a society member without a booking: "The amount settles the member's open demands by itself, oldest due first, then their undemanded charge rows; anything left stays on account on the payer's ledger."; before a booking or member is picked it says "the payer's open demands"). With Also record the GST receipt ticked it adds "The GST receipt settles the same demands the same way."

As soon as you type Amount received, the card lists what that amount would settle, in the order it is settled: each demand as "Demand <number>", with "<demand date>, due <due date> · <status> · <open> open" underneath (a member's demand adds the project name first; an undemanded charge row reads "<charge> #<n>" with "Undemanded charge row, due <date>") and, on the right, the share of the amount that goes to it. The order is the oldest due date first (a demand without a due date last), then the oldest demand date; a member's demands come before their charge rows. Each demand takes up to what it still has open, and the next one gets the rest.

Under the list one line sums it up:

• "Type the amount received to see what it settles." until an amount is typed;
• "<amount> settles the above" in green when the whole amount lands on demands;
• "<settled> settles the above · <rest> on account" in amber when part of it is left over;
• "Nothing open to settle: the whole <amount> stays on account." when the payer has nothing open.

When there is nothing to list, the card tells you why: "No open demands on this booking.", "No open demands or charge rows on this member's offers.", "Pick the member to see their open demands." or "Pick a booking (or a society member) to see what this receipt settles."

What counts as open:

• Receipt on a booking: the booking's demands that are Issued or Partially Paid, and a Paid demand that still shows an amount open (the buyer paid the money due but deducted no TDS). Seeing them needs the View permission on Demands.
• Receipt from a society member (no booking): the member's open demands on their offers, then the charge rows of their offers that are not on a live demand yet. Seeing them needs the View permission on Demands, Tenants and Termsheets.

The list is a preview: when you save, the same order is applied to the live open amounts, which also leave out what other Pending receipts have already earmarked on each demand. Whatever is left stays on account on the payer's ledger, and can be placed on a later demand with Apply to a demand on the Payment page.

Allocations (payouts)

On a payout this card says what it settles: "Which commission or benefit rows this payout settles; the rest is on account."

A running total on the right reads "… of … allocated". It turns green when the whole amount is placed, shows "· … on account" in amber when part is left over, and "· … over" in red when you have placed more than the amount.

Each allocation shows the target, the amount still open on it ("… open"), an Allocate amount (at least ₹0.01) and Notes (placeholder "Optional").

Below them, Open targets lists what this payout can still settle, each with its open amount:

• Payout to a channel partner company: the approved commissions still open, on the booking if you picked one, otherwise all of that partner's. Seeing them needs the View permission on Commissions.
• Payout to a society member: the member's open benefit rows (shown as "Tenant benefit row"), with the View permission on Tenants and Termsheets.

When there is nothing to show, the card tells you why, for example "No approved commissions payable to this partner.", "Pick the partner company to see approved commissions.", "No open benefit rows for this member.", "Pick the member to see open benefit rows." or "Payouts to people carry no allocation targets; the amount is posted on account."

Checks when you save

The form stops you with these messages:

• "Pick the party, or a booking whose buyer it is"
• "Choose the society" (a society member without the society)
• "Choose the books (or a booking the books follow from)"
• "Enter a date", "Enter a number" or "Must be at least 0.01"
• "TDS cannot exceed the amount" (a payout)
• "A buyer's TDS never reaches the bank: record it as a TDS credit, not on the receipt"
• "Only a receipt can be a GST receipt"
• "Give the GST amount received, or untick the GST receipt"
• "Allocations exceed the payment amount" (a payout)
• "This target is allocated twice" (a payout)
• "At most … is open on this target" (a payout)

A receipt has no allocations to check: the amount settles the open demands by itself.

What you can do

Allocate

On a payout, Allocate beside an open target adds it to the allocations. It proposes the smaller of the target's open amount and what is still unallocated. If you haven't typed an amount yet, it fills in the amount field too. You can change the proposed figure. A receipt has no Allocate button.

• Who: anyone who can open this page.

Remove an allocation

On a payout, the bin icon on an allocation ("Remove allocation to …") takes it off. The target goes back to Open targets.

• Who: anyone who can open this page.

Save as pending

Saves the payment as Pending and opens its Payment page, with the message "Payment recorded as pending." (followed by "GST receipt <number> recorded with it." when you ticked Also record the GST receipt). Nothing is posted to the accounts yet.

• Who: anyone who can open this page.

• What happens next: the payment gets its number: RCT- for a receipt (consideration or GST) or PMT- for a payout, then the financial year and a running number within the books. If the party has no ledger in the books yet, one is created. A receipt is settled as you save: its amount goes to the payer's open demands oldest due first (then oldest demand date; a member's undemanded charge rows after their demands), each taking up to what it still has open less what other Pending receipts have earmarked, and the rest stays on account on the payer's ledger. The Payment page then lists those demands under Allocations with Made "At recording". With Also record the GST receipt ticked, a second receipt is saved: same payer, booking, date, mode and instrument, the GST amount as its amount, the purpose "GST", the narration "GST on receipt <number>", settling the same open demands the same way (after the consideration receipt's share), and linked to the consideration receipt. It is a payment of its own, with its own number, clearing and voucher.

• RERA warnings: after the save, a red message may appear. None of them blocks anything; the receipt is saved (and cleared, with Save and clear) all the same:

  • "This receipt goes to <bank ····last four digits, or cash>, not the collection account <bank ····last four digits> of <project>; under RERA every buyer payment enters the collection account, where the bank sweeps it <n>% to the separate account" when a consideration receipt of a project went anywhere but the project's collection account;
  • "<Project> has no collection bank account yet, so this receipt cannot be checked against RERA; add the account under the project's "Promoter & bank accounts" step" when the project has no collection account at all;
  • "This GST receipt goes to the collection account <bank ····last four digits> of <project>, where the bank sweeps it with the consideration; GST is normally banked into the GST or operative account" when a GST receipt was banked into the collection account;
  • "This GST receipt goes to <bank ····last four digits>, which is not the GST or operative account of <project>" when a GST receipt went to some other account.

  See Receipt saved with a warning and TDS or GST entered on the receipt.

• If it's refused, the reason shows at the top of the form, for example:

  • "That demand is not open for receipts." (a demand was cancelled, or paid in full, between the preview and the save)
  • "That commission is not approved yet." (a payout)
  • "… has … open (pending allocations included), allocation is …" (a payout)
  • "Choose the books, or a booking the books can follow from."
  • "The project's promoter company has no books yet. Set them up under Books first."
  • "These books are inactive. Reactivate them under Books to post entries."
  • "The TDS a buyer deducts never reaches the bank: record it as a TDS credit under Payments > TDS credits, not on the receipt"
  • "Record the GST the buyer paid as its own GST receipt (receipt kind GST, into the GST or operative account) instead of splitting it off this receipt"
  • "Only a receipt can be a GST receipt"

Save and clear

Saves the payment and clears it straight away, posting its voucher. Use it when the money is already in (or out of) the bank. The message reads "… cleared; voucher … posted." and the payment opens. When a GST receipt was recorded with it, it is cleared too, on the same date, and the message adds "GST receipt <number> cleared with it."

• Who: anyone with the Edit permission on Payments as well. Without it the button isn't shown.
• Cleared date: the payment is cleared on the Received on or Paid on date, not today.
• If clearing fails: the payment is still saved as Pending, you see "Saved as pending, but clearing failed: …" and the payment opens. Fix the cause, then use Mark cleared on the payment. Common causes are "These books have no ledger for that bank account. Add a bank ledger under Chart of accounts first.", "No fiscal year covers that date. Open the next fiscal year under Books first." and "That fiscal year is closed." The RERA warnings, if any, are still shown after a successful save and clear.

Cancel

Cancel, in the header or at the foot of the form, leaves without saving. It takes you back to the booking's Demands & money tab when a booking is picked, otherwise to the Payments list.

Things to know

• A receipt settles the open demands by itself. You type the amount that reached the bank; the money goes to the payer's open demands oldest due first, and nothing is picked by hand. The split of a buyer's money across the RERA accounts is the bank's sweep, not a clerk's choice, so the receipt is settled in full automatically; a receipt of ₹10,00,000 on a booking with ₹73,71,000 due on 12 October and ₹8,19,000 due on 15 October goes entirely to the 12 October demand.
• A buyer's receipt goes against a demand, never straight onto the payment plan. Raise a demand for the installment, record the receipt, and then split the money across the demand's charges on the demand itself (Appropriate). Without a demand, a booking receipt sits on the buyer's ledger as an advance, on account.
• The TDS the buyer deducted is never part of a receipt. A booking demand bills the full total and shows what the buyer is expected to pay in money after TDS. Record the money that arrived as the receipt, and the TDS the buyer deposited with the Income Tax department as a TDS credit under Payments > TDS credits, which carries the Form 16B and the Form 26QB challan. Payouts keep their own TDS deducted: that is tax you withhold from the payee.
• One receipt per entry. The consideration and the GST are two receipts even when they arrived in one transfer, so the sweep takes only the consideration. Tick Also record the GST receipt to save both in one go, or record the GST receipt on its own with GST under This receipt is.
• Benefits and charges never net off. A society member's charges (for example differential area) are collected by receipts, and their benefits (transit rent, corpus, shifting) are paid by payouts. The form never offers one against the other, so each side can be traced on its own.
• Other pending payments count. A target's open amount already leaves out what other Pending payments have placed on it, so the same demand or commission can't be settled twice before either payment clears. Cancelling the other payment frees the amount. The preview on What this receipt settles reads the demand's own open amount; the save applies the live figure.
• Anything not settled is kept, not lost. On a receipt it stays on account on the payer's ledger, as an advance, and Apply to a demand on the Payment page places it on a later demand; on a payout it is on account.
• The party, booking, books and the kind of receipt are fixed once saved. To change them, cancel the payment and record a new one.
• Leaving the account empty means cash. A receipt or payout with no Into our account or From our account is posted to the cash ledger when it clears, whatever the mode.
• The RERA warning is a reminder, not a block. Under RERA every buyer payment enters the project's collection account, and the bank sweeps it: the escrow share (70% unless your organization sets another figure under RERA escrow share in the Organization settings, or the project sets its own) to the RERA separate account, the rest to the operative account. NirmaanOne moves no money: the moment a consideration receipt clears into the collection account, the system rule "Receipt cleared into the collection account: post its RERA sweep (system)" (on by default under Rules) records the bank's sweep as a RERA sweep for that clearing date. The RERA accounts statement and the project's RERA accounts card show where the money stands.
• The sweep takes only what reached the collection account. A receipt banked elsewhere is never swept; if the bank later corrected it, record the move as a Contra voucher. A GST receipt banked into the GST or operative account is never swept either: it is the buyer's tax, not sale consideration. A GST receipt that did land in the collection account is swept with the rest, which is why the form warns you.
• Older receipts may show "GST banked apart". Receipts recorded before the GST receipt existed could split their GST off into the GST account on the same receipt. They keep that split, read-only; a new receipt cannot be saved with it.
• Payouts to a person carry no targets of their own. A payout to a person (not a company or a society member) offers nothing to allocate and is posted on account, unless you picked a booking or came from a commission: then the booking's open commissions are offered, and a commission whose channel partner is that person can be settled.

Related

• Payment
• Edit payment
• Payments
• TDS credits
• Record TDS credit
• Record and clear a buyer's receipt
• Record a TDS credit for the TDS a buyer deducted
• Payout runs
• Demand
• Commission
• Demands & money
• Dashboard
• Books
• Books overview
• Ledgers
• Fiscal years
• Project overview
• Organization
• Rules
• RERA accounts
• RERA sweeps
• Receipt saved with a warning: it went outside the collection account
• Receipt refused: TDS or GST entered on the receipt instead of as its own entry
• TDS credit refused