How to collect money owed to your shop in UpeoRetail

Receivables in UpeoRetail is the list of customers who owe you money. It shows what each one owes, how long they have owed it, and lets you record payment when it comes in. The KRA receipt is issued at this point, because this is when the money actually arrives.

Before you start

• Credit sales must already be recorded. See how to make a credit sale.
• You need to know how the customer is paying.

Reading the screen

Open Receivables from the Shop menu.

Total outstanding at the top is everything owed to the shop.

Customers owing lists each customer with their Outstanding amount. The Ageing and Oldest bucket columns show how long the money has been owed. Overdue flags anything past its due date.

Work the oldest first. Debt gets harder to collect the older it gets.

Steps

1. Find the customer

Use the search box, which reads Search customer or invoice…

Open them to see each unpaid Invoice, the Date, what is Due and what is still Outstanding. What was bought shows the items, useful when a customer disputes the bill.

2. Start the payment

Press Collect a payment →.

3. Enter what they paid

Type the figure into Amount received.

It can be less than the full amount. Part payments are normal, and the rest stays outstanding.

If you type more than is owed, UpeoRetail stops you: Amount exceeds the outstanding balance.

4. Say how they paid

Choose the Mode of payment.

• M-Pesa - match the payment as in how to take an M-Pesa payment.
• Bank - choose the Bank account and enter the reference. The box reads Cheque no, bank reference…
• Cash - just the amount.

Add anything worth remembering under Notes (optional).

5. Record it

Confirm the payment. It appears under Payments, and the customer's Outstanding drops.

6. Give the customer their receipt

The KRA receipt is produced now. This is the one moment it is issued for a credit sale, so make sure the customer gets it.

What good looks like

• Total outstanding has fallen by what you collected.
• The payment shows under Payments with the right mode and reference.
• The customer has their receipt.
• If they paid in full, they drop off Customers owing.

If something goes wrong

Amount exceeds the outstanding balance. You typed more than is owed. Check the figure. If they genuinely overpaid, take the correct amount here and speak to the owner about the extra.

The customer says they already paid. Look under Payments for their name. If an M-Pesa payment arrived but was never attached, it will be sitting unmatched.

They are disputing the amount. Open the invoice and show them What was bought. Press View invoice for the full document.

A customer keeps sliding. Look at Ageing before selling to them on credit again, and tell the owner.