Record client repayments and retrieve receipts
A repayment reduces debt or creates an advance according to the account’s allocation rules. It is not a new fuel sale. Payment method and receiving station matter for cash custody.
Reviewed 7 October 2026
Who this is for
Cashiers or other users authorized to collect, and managers/accountants reviewing balances.
Before you begin
Verify payer identity, actual amount received, method, reference and receiving station.
1Record a repayment
- Open the client detail and choose Record payment. Recheck the client before entering money.
- Enter the amount actually received and select cash, mobile money, bank transfer or cheque as applicable. Add the payment reference and notes.
- Choose the receiving station when requested, especially for cash. An office receipt and a station drawer receipt have different custody implications.
- Review and submit once. Inspect payment history, allocation and the updated balance. Oldest eligible unpaid sales may be settled first; an excess can become an advance.
- Open the available payment receipt and share/download it through the provided action. Keep the reference with the real supporting evidence.
The client balance and receipt reflect a traceable collection.
2Resolve a balance question
- Compare sales and payment dates, allocations, advance and any legacy-history section. Do not infer debt from a single transaction amount.
- For a missing receipt or uncertain submission, search history before entering the same collection again.
- If a collection appears on the wrong station or client, escalate its reference for authorized review. Do not create a second payment to compensate.
Collections remain distinct from sales and from physical cash handover.
A practical example
A client owes 80,000 FCFA and pays 100,000. Inspect the allocation and any 20,000 advance; do not force the entire payment onto an 80,000 debt or treat the difference as fuel sales.
If something goes wrong
Can I issue a receipt before receiving the money?
Record only the actual transaction status and evidence. A bank promise is not a confirmed receipt.
The repayment is missing from expected cash
Check method, station, business date and any custody-review item. Non-cash repayments are not station drawer cash.
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