Payments and payment methods

Collecting money in Mosce ERP answers two separate questions: when you get paid (payment term) and with what you get paid (payment method). This article keeps them apart, explains where the money ends up depending on the method, and covers split payments, partial payments, paying with a credit note, paying with the customer credit balance, collecting with third-party withholding, and voiding a payment that is already booked.

Reading time: ~10 min

When to use this

• You are about to collect an invoice and are not sure which method to pick or what each one implies.
• You want to split a payment between cash and card.
• The customer has a credit note and you want to use it to pay.
• Your customer withheld ITBIS and/or ISR when paying you and you need to record it.
• You recorded a payment wrong and need to undo it leaving a trail.
• Your register will not let you collect and you want to know why.

Before you start

• Permissions, depending on the action:
  • invoices:pay to record a payment and to assign a document to the open cash shift.
  • invoices:apply-credit-note to pay by applying one of the customer's credit notes.
  • invoices:apply-customer-credit to pay by applying the customer's credit balance. This is a separate permission from applying a credit note: it is different money, from a different origin.
  • payments:void to void a payment that is already booked. This is a separate permission from collecting.
  • cash-session:open, cash-session:close and cash-session:record_payment to work a cash shift.
• To collect in cash you need an open cash shift.
• If your business has accounting active, you need an open accounting period covering the payment date. This is not an error: with no open period money cannot move in the books, so the register will not collect.

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Payment term is not payment method

This is the most common confusion, so let us settle it up front.

They are independent. A cash-term sale can be collected by card, and a credit sale can be collected in cash when the customer comes to pay. The term does not restrict the method, and the method does not change the term.

A cash-term sale is no longer assumed to have been paid in cash. Previously, billing on cash terms recorded the money as cash in the register even if it was later collected by card or transfer, so the register showed cash that was actually in the bank and the shift never reconciled. Now the method you pick when collecting is what decides where the money lands.

That is why "Credit" no longer appears as a payment method: it never was a method, it is a payment term, and you still choose it when you bill the order.

The available methods

"Other" is gone as a method. It described nothing and had no accounting treatment: a payment recorded as "Other" gave no clue whether the money was in the drawer or in the bank. If you were using "Other" for something specific, the right method now is transfer or cheque, whichever applies.

Split payments

You can collect one sale with several methods at once. Click Add method and split the total: the bottom bar shows Paid and Remaining, and the collect button becomes available when Remaining = 0.

Rules of the split:

• Cash goes on one single line. It cannot be split in two: a sale has one cash amount received and one amount of change. That is what happens at the counter.
• Other methods can repeat. Two different cards, two transfers or two credit notes on the same sale are all valid.
• Change only comes out of cash. If the customer hands over extra cash, the difference is change; if the excess comes from another method, the sale will not go through until you adjust the amounts.

Collecting partial payments

You do not have to collect the whole invoice in one go. At the register and from the order you can record whatever the customer hands over, and the document reflects what is left:

• The status moves to Partial while a balance remains, and to Paid once it is fully covered.
• Every partial payment is recorded with its method, date and who took it.
• You can mix: a cash payment today and the rest by transfer next week.

Paying with a credit note

A credit note is an electronic tax document that leaves a balance in the customer's favour. That balance can pay for another purchase, in full or in part.

How it is applied

1. In the payment dialog, pick the Credit note method.
2. The customer's notes appear with the real balance available on each one. Pick which one to use.
3. Enter how much to apply. If you apply less than the balance, the rest stays available for a future purchase.
4. Confirm. The note's balance drops by the amount applied.

Once a note is fully used up, it moves to Applied on its own and stops being offered.

Why the method is sometimes disabled

The method appears greyed out, with the reason visible, when:

• No customer is selected. A credit note belongs to a specific customer; with nobody identified, none can be applied.
• The customer has no notes with balance. Either they never had any, or they have already used them.
• The note is voided. A voided note cannot be used, even though it still shows in the history.
• The note came from a sale with no customer. If the original sale was an anonymous counter sale, the note cannot be attributed to anyone, so nobody can use it.

Only the same customer can use it. A credit note balance is not transferable: it cannot be applied to somebody else's purchase.

If your business does not have electronic invoicing active, there are no credit notes to apply, because a credit note is an electronic tax document filed with the DGII. See the official DGII e-CF documentation.

Paying with the customer credit balance

A customer credit balance is money the business already owes the customer - it arises, for example, from a refund left in their favor instead of handed back in cash, or from an advance the customer paid before buying. See Returns and refunds and Clients.

How it is applied

1. In the payment dialog, pick the Credit balance method.
2. Mosce ERP draws on the customer's available balance from the oldest source to the newest, automatically, and a single payment can draw from several sources at once. You do not choose which one it comes from: that is what keeps an old balance from being forgotten.
3. If the balance does not reach the stated amount, nothing is applied. You are told how much is available so you can adjust the amount. There is no partial payment with a credit balance.
4. You can combine the credit balance with other methods in the same payment: part with the balance and the rest in cash or by card.

Three distinctions worth keeping straight

• It is not a payment. No money comes in, the drawer is not touched, and the shift reconciliation does not change. What happens is that the business stops owing that amount to the customer, and the customer stops owing it for the sale.
• It is not a credit note. Different fiscal meaning and different accounting. Paying with a credit balance issues or modifies no tax document: the invoice is settled the same as with any other method. It is different money, from a different origin, which is why the two require separate permissions (invoices:apply-customer-credit versus invoices:apply-credit-note): a role being able to settle invoices against the credit notes the business issued does not mean it can spend the advances and refunds left in customers' favor.
• It does not extend the credit limit. Spending the balance reduces what the customer owes; the limit the business granted them stays the same. See Clients.

Why the method is sometimes disabled

• No customer is selected. A credit balance belongs to a specific customer; with nobody identified, there is nothing to apply.
• A sale with no assigned customer does not admit this method, for the same reason it cannot generate a credit balance.
• The customer has no credit balance available.

Voiding the payment returns the balance. If you void a payment that used a credit balance, the balance returns to the same sources it came from, for the same amount. The customer's history keeps both the outflow and its return.

Collecting with third-party withholding

Some customers - mainly formal private-sector companies and governmental entities - are designated by the DGII as withholding agents: when they pay you, they withhold part of the invoice's ITBIS and/or ISR and file it with the DGII on your behalf, instead of handing it to you in cash, card, or transfer. See Withholdings when you sell.

It is not a discount and not a bad debt. It is tax you already paid in advance, in your name, and it is claimed on your return. Treating it as lost money means you stop claiming that tax credit.

How it is applied

1. In the payment dialog, pick the Third-party withholding method.
2. Mosce ERP suggests how much the customer should withhold, calculated from the rule in force for that customer and that type of sale - you do not have to work out the rate yourself.
3. Compare the suggestion against the withholding certificate the customer gave you, and correct the amount by hand if it does not match. The system warns you when what you enter differs from the suggestion, but it does not block the payment for that: what wins is whatever the customer's certificate says.
4. Enter the withholding date. The picker only allows dates between the invoice date and today: it cannot be earlier than the invoice or a future date.
5. Confirm. The invoice is settled for the withheld part, the same as if money had come in.

Why the method is sometimes disabled

The method appears greyed out, with the reason visible, when:

• The customer has no RNC. Only a customer identified with an RNC can act as a withholding agent - an anonymous counter sale cannot withhold.
• The customer has an RNC but their taxpayer type is missing on file. Mosce ERP needs that data to compute the applicable rate. Complete it on the customer record.
• There is no withholding rate configured for what you are selling to that customer. Ask a platform administrator.

Where the withheld amount shows

When an invoice carries a withholding like this, both the invoice and the order it came from show a Withheld by customer total, separate from the Paid total - it is what explains why the register received less money than the invoice is worth: that portion was never collected in cash or by any other method, the customer withheld it. The payments list on each screen also shows, next to the payment with this method, the ITBIS withheld, the ISR withheld, and the withholding date you recorded.

The suggested rate stays current. It is not fixed in the application: if the rule changes, the change only affects withholdings you record from then on. A withholding recorded a while back keeps the rate and legal basis that were in force the day it was saved, and it keeps reading that way forever.

Who collected, as opposed to who sold

In a business that sells on credit, the person who closes the sale and the person who goes out to collect it are usually two different people. When you record a payment there is a Collected by field, listing the business's sales agents, so that second piece of work is attributed to someone.

The field only appears if you have sales agents registered. If you do not work with agents you will not see it, and there is nothing for you to do.

Leaving it blank does not mean "no collector". It means the payment is attributed to the order's own agent, which is the normal case: the seller collecting their own sale. You only need to pick someone when the money was actually collected by somebody else.

This is attribution only. It neither creates nor changes commissions: those are still calculated on the invoice, under the rules in Commissions. Naming a different collector does not earn that person a commission.

Payments recorded before this feature have no collector. They were not filled in retroactively, and that is deliberate rather than an oversight: the information was never captured when they were recorded, so inventing it would be worse than leaving it empty.

The same agent can appear as the seller on one operation, the collector on another, or both on the same one. See Sales agents.

Voiding a payment

Voiding a payment does not delete it: it marks it as voided and leaves a trail of who voided it and when. What changes is that the money stops counting:

• It does not add up in the cash shift reconciliation.
• It does not add up in the collections reports.
• It does not add up in the customer statement, which goes back to showing the real outstanding balance.
• The document goes back to being outstanding for that amount.
• If the payment used a customer credit balance, that balance becomes available again at its original sources.

Who can void a payment

Voiding a booked payment requires the payments:void permission, which is separate from the permission to collect (invoices:pay).

The reason is internal control, not technical: recording a payment is counter work; undoing a booked payment reopens the document balance and affects the shift reconciliation. That is why the Administrator and Manager roles carry it out of the box and the Cashier does not. If you need a cashier to be able to void payments, grant it explicitly from the Roles screen, knowing what it implies.

Voiding a payment is not refunding money

• Voiding corrects a payment recorded wrong: wrong method, wrong amount, duplicate. The document goes back to outstanding.
• Refunding gives money back to the customer for goods or services. The document moves to Refunded or Partially refunded and is not outstanding. See Returns and refunds.

Payments and accounting

If you have the accounting module active:

• Point-of-sale sales are booked. Counter sales used to generate no entry at all, so a business with accounting active had its register income outside the books. Not anymore.
• The entry reflects the real method. The money lands in the account matching how you collected: cash to the register, card and transfer to the account you configured.
• You need an open accounting period. If the period covering the payment date is closed, the register will not collect. This is intentional: with no open period, money cannot move in the books. Open it in Accounting → Fiscal periods before starting the shift.

Check your account mappings in Accounting → Setup before the first payment. See Accounting setup.

A card collection produces two entries, not one. The amount that comes in by card, and separately the 2% ITBIS the processor withholds, booked as an asset, never as an expense. The actual bank deposit arrives smaller by that 2% and by the processor commission - two different things travelling together. Squaring that difference is bank reconciliation work, not payment work. See Settling the card processor deposit.

Expected result

• The document shows every payment with its method, amount, date and who took it, plus the updated outstanding balance.
• The shift reconciliation matches exactly the cash in the drawer.
• A voided payment stays visible in the history, marked as voided, and adds up to nothing.
• With accounting active, every collected sale has its entry.

Common problems

Frequently asked questions

I collected a sale from the back office and it still shows in the register queue

That no longer happens. A sale collected away from the register drops off the cashier's pending list as soon as it is settled.

I used a credit note and it still shows its full balance

That no longer happens: applying a note really does consume its balance. If you have notes you believed you had used before this change, their balance is still available and you can apply it now.

Why can't I choose which source the credit balance is drawn from?

It is not a choice: the balance is consumed automatically from the oldest source to the newest. That rule is what keeps an old balance from being forgotten while the newer ones get spent first. If the customer has several sources of balance, a single payment can draw from more than one at once.

My cashier does not see the credit balance among the payment methods

They need the invoices:apply-customer-credit permission ("Apply Customer Credit"), which does not come by default on the Cashier role. Grant it from Settings › Roles and ask them to sign in again. It is a separate permission from applying a credit note. See Users, roles and permissions.

I collected with two methods and the sale failed

Split payments work. If one fails, check that the amounts add up to the total and that there is only one cash line.

If the confirmation fails, do I lose what I had entered?

No. When a confirmation fails, the dialog stays open with your data in it: you fix whatever caused the failure and confirm again, without redoing the path.

Related

• Returns and refunds
• Clients - where a customer's credit balance shows and how it affects their credit.
• Orders
• Invoices
• Point of sale (POS)
• Cash register
• Users, roles and permissions
• Plan usage limits
• ITBIS and other taxes - withholdings when you sell.
• Chart of accounts - where the withheld tax credit lands.
• DGII Reports - how the withholding is declared on the 607.
• The ITBIS the card processor withholds - the other kind of withholding, different from a customer's.
• Bank reconciliation - settling the processor deposit.