How to record a payment received and issue the receipt

What is it for?

When the customer pays an invoice, the payment is recorded from the invoice itself. In the same step, fiscaldoo issues the receipt: a certified document with a number from the receipt series and an ATCUD, which proves the payment to the customer.

If the customer paid everything, the invoice is paid and no longer appears in what is left to collect. If they paid only part of it, the invoice is Partially paid with the rest outstanding.

When to use it?

• The customer paid, in full or in part, an invoice that was To pay (bank transfer, cash, Multibanco).
• The customer asks for the receipt of an invoice they have already paid.

A payment that covers several invoices at once is not covered here.

Where to find it?

Billing › Invoice › Customer invoices › open the invoice › Issue receipt

The receipts issued are in Billing › Collect › Receipts and payments received.

Before you start

• Your profile is Billing or Accountant.
• The invoice is Posted and To pay (or Partially paid): How to issue a certified invoice.
• You know the amount you received.

How to use it

1. Open Billing › Invoice › Customer invoices and open the invoice the customer paid. It is To pay.
2. Click Issue receipt.
3. In the Issue receipt window, check the Journal: it comes with Recibos (RG). The Bank account line appears greyed out and empty: with the receipts journal it is not filled in.
4. Check the Amount: it comes with the invoice's amount due. If the customer paid only part, type what you received. Never type more than the amount due (see “Important notes”).
5. The Payment Date comes with today's date. It is the receipt date: it cannot be earlier than that of the last receipt already issued in the series or later than today (see “Common problems”). To change it, click the field and choose the date in the calendar.
6. The Memo comes with the invoice number. Leave it as it is.
7. Click Create Payment. The receipt opens.

Expected result

• The receipt has the number from the receipt series (RG D26/16 in the example) and the state Reconciled.
• On the receipt record you can see the Document series, the ATCUD (DEMORG2026-16), the QR code message and the Receipt state: Issued.
• The 1 Invoice button, at the top, opens the invoice, which changes to Paid.

Partial payment. On invoice FT D26/33, dated 30/10/2026 for €12.30, a payment of €5.00 issued receipt RG D26/17, with the same date. The invoice changed to Partially paid, with Payments 1, and was left with €7.30 in the Outstanding column of the invoice list. For the rest, click Issue receipt again: the Amount already comes with €7.30. The Customer balance, on the invoice record, adds up everything the customer owes, also on other invoices.

Demo video

No telemóvel, rode-o para a horizontal e veja o vídeo em ecrã inteiro: o texto do ecrã fica legível.

Issue the receipt for a paid invoice · 28 s · sem som, com legendas · legendas (WebVTT)

Transcrição

Important notes

A receipt never exceeds the amount due

A receipt only pays invoices. If you type more than the amount due in Amount, the window warns you straight away, and Create Payment is refused (see “Common problems”). If the customer overpaid, record only the amount due and talk to the certified accountant about the excess: the message suggests recording it as an advance, in a separate payment. Pending validation by a certified accountant: treatment of an overpayment (advance or refund).

• The receipt is a certified document: once issued, it cannot be changed. If it was issued by mistake (wrong amount or date), it is cancelled with the reason: How to cancel an invoice or other certified document.
• If the customer paid less because they withheld tax at source or because you gave them a discount, do not record the difference as a partial payment without talking to the certified accountant. Pending validation by a certified accountant: payment with withholding tax or cash discount.

Common problems

“… before the last document already numbered in series "RG D26" …”

• Symptom: when you click Create Payment the Invalid Operation window opens. In a demo redone on 31/10/2026 (that time RG D26/16 was issued on 31/10/2026, not on 30/10/2026 as in the example above), the receipt for invoice FT D26/28, dated 09/09/2026, with the Payment Date 01/10/2026, was refused: “Document "(no number yet)" is dated 01/10/2026, which is before the last document already numbered in series "RG D26" (RG D26/16, dated 31/10/2026). A certified series numbers documents in chronological order; fix the date or use a document dated on or after 31/10/2026.” The document “(no number yet)” is the new receipt; the message names the last receipt in the series and its date, which is the one that counts.
• Cause: the Payment Date is the receipt date, and the receipts of a series follow the order of the dates. There is already a receipt with a more recent date.
• What to do: click Close and use the date given in the message or later (normally, today's). The receipt is issued with that date, even if the money came in earlier. Pending validation by a certified accountant: receipt issued after the date the money came in.

“The receipt date (…) is after today …”

• Symptom: with a Payment Date later than today, Create Payment opens the Invalid Operation window. In the demo, on 31/10/2026, on FT D26/31 with the date 01/11/2026: “The receipt date (01/11/2026) is after today (31/10/2026). A receipt records a payment already received: use today's date or an earlier one. Once issued, the series is closed to receipts dated up to 01/11/2026, and cancelling the receipt does not reopen it (the number and date of a cancelled document stay in the series). Nothing was recorded.”
• Cause: a receipt proves a payment that has already been received. It is not issued before the money comes in.
• What to do: click Close. If the customer has already paid, choose the day the money came in; if they have not paid yet, click Discard and issue the receipt when you receive it. The message window is in I cannot issue the receipt.

“What: the receipt is … above what the customer owes”

• Symptom: with an Amount above the amount due, the Issue receipt window shows a warning straight away (“The amount is €2.70 above what the customer owes on these documents…”). When you click Create Payment, Invalid Operation opens: “What: the receipt is €2.70 above what the customer owes (€10.00 against €7.30). Why: a receipt only pays documents; the excess pays none and the month's SAF-T would be invalid (and the customer would be left with a credit without VAT treatment). How to fix it: enter at most €7.30. If the customer paid in advance, record the excess in a separate payment marked as "Advance" and click "Create advance invoice". Nothing was recorded.” In the example, it is FT D26/33, with €7.30 due and €10.00 typed.
• Cause: the Amount exceeds what the customer owes on the invoice.
• What to do: click Close, type at most the amount due in Amount and click Create Payment again. For the excess, see “Important notes”.

I cannot see the Issue receipt button

• Cause: the invoice is still in Draft or is already Paid.
• What to do: first confirm the invoice (How to issue a certified invoice). If it is already Paid, the receipt already exists: open it from the invoice's Payments button or in Billing › Collect › Receipts and payments received.