Receiving Payments

Capture incoming money, group it into deposits, and keep your locally-stored ledger perfectly up to date.

Recording an Incoming Payment

1. From the Dashboard, press Receive Payment
2. Pick the Customer who is paying
3. Fill in the payment details:
   • Payment Date -- the date funds were received
   • Payment Amount -- the total sum collected
   • Payment Method -- how the customer paid (check, cash, card, etc.)
   • Reference Number -- an optional identifier such as a check number or confirmation code
4. Choose one or more open invoices to allocate the payment against
5. Press Save Payment to commit the record to your local database

The Undeposited Funds Account

Kantivo routes every new payment into Undeposited Funds by default. Think of this as a virtual cash drawer -- it holds money you have collected but have not yet physically deposited at the bank.

This approach mirrors how most businesses operate: payments accumulate over several days, then get taken to the bank as a single lump deposit.

Benefits of This Workflow

• Deposit totals in Kantivo line up exactly with what your bank statement shows
• Multiple individual payments can be bundled into one deposit entry
• Bank reconciliation becomes significantly more straightforward

Preparing a Bank Deposit

1. On the Dashboard, press Deposit Received Payments
2. Check off the payments you want to include in this deposit batch
3. Select the destination Bank Account
4. Specify the Deposit Date
5. Confirm that the calculated total matches the actual amount you are depositing
6. Press Create Deposit to finalize

Supported Payment Methods

• Check -- traditional paper check from the customer
• Cash -- currency received in person
• Credit Card -- card transaction recorded manually
• ACH / EFT -- electronic funds transfer from the customer's bank
• Wire Transfer -- domestic or international wire
• Other -- any custom or non-standard payment type

Allocating Payments to Invoices

During payment entry, Kantivo displays all unpaid invoices for the selected customer:

• Specify how much of the payment to apply to each listed invoice
• Optionally let Kantivo auto-distribute the amount starting with the oldest outstanding balance
• Partial payments are fully supported -- the invoice will reflect whatever balance remains

Handling Overpayments

When a customer sends more than their outstanding balance:

• The surplus is recorded as a credit on that customer's account
• You can apply the credit toward a future invoice at any time
• Alternatively, process a refund to return the excess amount