You can import payment receipts for invoices through Tools menu, import and exports. This allow you to record payments for multiple invoices together. Import can greatly reduce the amount of data entry for payment receipts.
The files contains the following columns
YYYY: The year the payment is applied. eg 2011
MM: The month the payment is applied. eg 3
DD: The day the payment is applied eg 1
GL Account: The GL Account to receive the payment into.
Payment Reference: A reference for the payment. Use the same payment reference to group payments for multiple invoices as one payment.
Payment Method: The payment method. ( Cash, Check, Credit Card etc). This is from the list of payment methods on the receive payment page.
Customer Identifier: If you use identifier for customer, put it here. Otherwise, leave blank. If customer identifier is provided, you can leave customer company name, customer given name, customer surname blank.
Customer Company Name: Full name of the customer. If this is provided, customer identifier can be blank.
Customer Given Name: Use this to find customer that is actually a person. Should also provide the surname field.
Customer Surname: The surname of the person if customer is a person.
Currency: The currency of the payment (eg USD)
Multiplier: leave as 1 if the payment is in the same currency as your home currency. Otherwise, put the exchange rate to convert the payment into your home currency.
Invoice No. The invoice the payment is for.
Invoice Internal Ref: An alternative way of find the invoice by internal ref. Invoice No is not required if this is provided.
Amount Applied: The amount that is recorded as payment for the invoice. If the invoice itself is a credit (has a negative balance), the amount would be the credit to apply for this payment. Otherwise, the amount should be positive.
Discount Amount: If the payment includes a discount you granted to your customer, enter the discount amount (as a positive value). Otherwise, leave it blank. The discount amount and the amount applied values for one invoice must be in the same row.
**this header is not in the file. Simply add the header "Discount Amount" (no quotes) to the next blank column.