Introduction
Not all invoices are paid immediately — some customers pay later on credit. If you’ve issued a Credit Sales Invoice, Bukku allows you to record the payment when your customer settles the amount, whether in full, partially, or across multiple invoices.
This guide will walk you through recording sales payments for credit sales, helping you keep your accounts accurate, track outstanding invoices properly, and generate an official receipt for your customer.
Note: Cash Sales invoices are automatically marked as paid when created, so no additional payment recording is required.
Let’s get started with recording your credit sales payments step by step.
Two Ways to Record Sales Payments
You can record payments for Credit Sales invoices in Bukku in two ways:
Directly from the Credit Sales Invoice – Open or at the invoice and click “Add Payment” to apply a full or partial payment immediately.
From the Sales → Payments Module – Go to Sales → Payments → +New to record a payment and apply it to one or more outstanding invoices.
Both methods allow you to apply full or partial payments while keeping your accounts accurate.
Recording a Full Payment for a Credit Sales Invoice
Example: Applying a Full Payment to IV-00014
Let’s walk through this using the following example:
Invoice Number: IV-00014
Type: Credit Sale
Status: Overdue
Outstanding Amount: RM 2,004.00
We will use the “Directly from the Credit Sales Invoice” method to record a full payment and generate the official receipt for the customer.
Assuming the customer has made a full payment of RM 2,004.00, you need to record the sales payment and generate the official receipt for the customer.
Since we are using the “Add Payment” method directly from the invoice, many fields will be auto-filled from the invoice. Let’s go through each field step by step.
Step 1: Open the Add Payment Option
At the outstanding invoice, you can do either:
Click the three dots beside View → Add Payment
Or, open the invoice (View) → click Add Payment
Step 2: Billing & Shipping
The Customer, Billing Attention, and Billing Address are auto-populated from the invoice.
Step 3: General Info
No.: Auto-generated based on your selected number format
Reference No.: Auto-filled with the invoice number
Date: Defaults to today; change if needed
Currency: Defaults to the currency on your invoice
Description: Optional; a short note about this transaction; shown in reports.
Internal Note: Optional; for internal use only, not visible to customers
Tags: Auto-populated from the invoice if any
Step 4: Payment Received & Invoice Payments
These two sections work together to record and apply the payment:
Step 4.1: Payment Received:
Payment Method: Optional; choose the method used (e.g., Cash, Bank Transfer)
Deposit To: Select the account to receive the payment (usually Cash or Bank)
Amount: Auto-filled with the full invoice amount (RM 2,004.00 in this example)
Reference No., Fee Amount, Fee Account: Optional; enter if applicable
Step 4.2: Invoice Payments:
The system will auto-select the outstanding invoice.
The Apply Amount will auto-fill based on the payment amount.
Note: Since this is a full payment, no changes are required.
Step 5: Additional Info & Attachments
Remarks: Optional; auto-filled if a default is set under Control Panel > Company Settings > Remarks.
Attachments: Upload supporting documents, if any.
Tick Shared to send the attachment to the customer.
Unticked attachments are for internal use only.
Example: Upload proof of payment sent by the customer.
Step 6: Save the Payment
Once reviewed, click Save to complete the sales payment
The payment will be recorded under Sales → Payments, e.g., OR-00005 (system-generated based on your selected number format)
Step 7: Sending the Official Receipt
You can Print / PDF, or use QuickShare to send the sales payment as an official receipt to your customer.
An example of the official receipt is shown below.
After saving, the invoice will be updated to Paid. You can click into it to see that the invoice is fully offset by the sales payment OR-00005.
Using this method ensures that the full payment is recorded accurately, the credit sales invoice is marked Paid, and an official receipt is automatically generated for your customer.
Recording a Partial Payment for a Credit Sales Invoice
Use this when your customer pays only part of the invoice.
Example: Customer pays RM 500.00 for invoice IV-00014.
Steps:
Follow Step 1, Step 2, Step 3, and Step 5 from Recording a Full Payment above. Only Step 4 is different.
For Step 4, update the payment details as follows:
Payment Received:
Change the Amount to RM 500.00, which is the partial amount received.
Invoice Payments:
Edit the Apply Amount to RM 500.00 to match the partial payment.
Tips: After changing the Amount to RM 500.00, you can untick and re-tick the invoice. The system will auto-fill the updated Apply Amount to match the partial payment.
Click Save to record the partial payment. The partial payment will be recorded under Sales → Payments, e.g., OR-00006 (system-generated based on your selected number format).
You can Print / PDF, or use QuickShare to send the sales payment as an official receipt to your customer. An example of the official receipt is shown below.
After saving, the invoice will be updated to Partially Paid.
The remaining balance of RM 1,504.00 will stay outstanding.
You can click into the invoice to view the details and see that it has been partially offset by the sales payment OR-00006.
Tips:
Since this is a partial payment, you only need to update the Amount and Apply Amount.
When the customer pays the remaining balance (RM 1,504.00), you can follow the same steps to record additional payments until the invoice is fully paid.
Recording One Payment for Multiple Invoices
Use this when a customer makes a single lump sum payment that covers multiple outstanding invoices.
Example:
Customer Alphabet Global Sdn Bhd is making a lump-sum payment of RM 14,927.00 for three outstanding invoices:
IV-00012: RM 11,803.00
IV-00014: RM 1,504.00
IV-00017: RM 1,620.00
Steps:
Step 1: Navigate to Sales → Payments → +New.
Step 2: Select Customer
Choose the customer (e.g., Alphabet Global Sdn Bhd)
Fill in Billing Attention and Billing Address if applicable
Step 3: General Info
No.: Auto-generated based on your selected number format
Reference No.: Optional. Fill in if applicable.
Date: Defaults to today; change if needed
Currency: Defaults to MYR; change if needed.
Description: Optional; a short note about this transaction; shown in reports.
Internal Note: Optional; for internal use only, not visible to customers
Tags: Optional. Tag the transaction with department / branch / sales person / project & etc.
Step 4: Payment Received & Invoice Payments
These sections work together to record the payment and apply it to invoices.
Step 4.1: Payment Received:
Payment Method: Optional; choose the method used (e.g., Cash, Bank Transfer)
Deposit To: Select the account to receive the payment (usually Cash or Bank)
Amount: Enter the total payment received (RM 14,927.00 in this example)
Reference No., Fee Amount, Fee Account: Optional; enter if applicable
Step 4.2: Invoice Payments:
Tick all outstanding invoices to apply the payment
Apply Amount will auto-fill based on the payment amount
Tips: Instead of manually entering the total payment, you can tick all outstanding invoices, and the system will automatically fill in both the Amount (Payment Received) and Apply Amount for each invoice.
Step 5: Additional Info & Attachments
Remarks: Optional; auto-filled if a default is set under Control Panel > Company Settings > Remarks.
Attachments: Upload supporting documents, if any.
Tick Shared to send the attachment to the customer.
Unticked attachments are for internal use only.
Example: Upload proof of payment sent by the customer.
Step 6: Save the Payment
Click Save to complete the sales payment.
The payment will be recorded under Sales → Payments, e.g., OR-00007 (system-generated based on your selected number format)
Step 7: Sending the Official Receipt
You can Print / PDF, or use QuickShare to send the sales payment as an official receipt to your customer.
An example of the official receipt is shown below.
After saving, the invoice will be updated to Paid. You can click View on each respective invoice to see that it has been fully offset by the sales payment OR-00007.
Important Notes / Tips
Tips for Recording Payments
Use Add Payment from the invoice for quick, single-invoice payments.
Use Sales → Payments → +New for multiple invoices or bulk payments.
Partial payments can be recorded multiple times until the invoice is fully paid.
Sales Payment Field Explanations
The example below demonstrates how payment is fully allocated across multiple invoices with no credit balance.
Payment Total
The total payment received from the customer for this transaction.
Total
The total amount of the invoice(s) before any payment is applied.
Apply Amount
The portion of the payment allocated to a specific invoice. This can be a full or partial amount.
Balance
The remaining unpaid amount on the invoice after payment(s) are applied.
Payment Total
The total sum of all payments recorded in this transaction across all invoices.
Invoice Paid
The amount of the invoice that has been paid, either partially or fully.
Overpayment
Excess payment received from the customer after all selected invoices have been fully paid.
This happens when:
The payment amount is more than the total invoice amount, or
Not all payment is allocated to invoices.
Office Receipt Field Explanation
The examples below illustrate different payment scenarios, including partial payment and overpayment, and how each field is reflected in the receipt.
Example 1: Partial Payment (Outstanding Balance)
Example 2: Overpayment (With Credit Balance)
Amount
The total invoice amount before any payment is applied.
Paid
The portion of the payment allocated to a specific invoice. This can be a full or partial amount depending on how the payment is applied.
Balance
The remaining unpaid amount for the invoice after payment(s) are applied.
Payment Received / Payment Method
If no payment method is selected → shown as “Payment Received”.
If a method is selected → shows the specific method (e.g. Bank Transfer, Cash).
If multiple payments are made (even on the same day), they will be listed separately.
Total Amount
The total payment received for this receipt.
This is the sum of all payment methods listed above.
Apply Amount
The portion of the total payment that is applied to invoice(s).
This may be less than the total payment if there is an overpayment.
Credit Balance
Excess payment not yet applied to any invoice.
This happens when:
Customer pays more than the invoice amount, or
Payment is received but not fully allocated.
Error Messages When Saving a Sales Payment
When recording sales payments, you might see error messages if the amounts entered don’t match the invoice or payment rules. Here’s what each error means and how to resolve it.
“Cannot exceed invoice balance”
Meaning:
The Apply Amount you entered for an invoice is greater than the outstanding balance of that invoice.
Example:
Total Invoice outstanding = RM 1,000.00.
You entered Apply Amount = RM 2,000.00.
How to fix:
Ensure the Apply Amount does not exceed the invoice’s outstanding balance.
Adjust the Apply Amount to match the invoice balance or less if you want a partial payment.
“The total Apply Amount cannot be more than the transaction’s Amount”
Meaning:
The sum of Apply Amounts across all invoices is greater than the Payment Received (Amount).
Example:
Payment Received = RM 500
Apply Amounts entered = RM 1,000 (single or total across invoices)
How to fix:
Make sure the total Apply Amount does not exceed the Amount you received from the customer.
Either reduce Apply Amounts to match the payment received or increase the payment received to match the Apply Amount.
“Cannot exceed payment overall total”
Meaning:
You are trying to apply more than the total payment received across multiple invoices.
Example:
Payment Received = RM 2,500
Apply Amount to Invoice 1 = RM 1,000
Apply Amount to Invoice 2 = RM 2,000 (total = RM 3,000 > RM 2,500)
How to fix:
Make sure the sum of all Apply Amounts across invoices does not exceed the Payment Received.
Adjust Apply Amounts so the total matches or is less than the Payment Received.
