MYOB Acumatica 2025.1 Finance: Payment receipts, smarter prepayments, cleaner refunds

Release focus: This post breaks down the practical Finance enhancements in MYOB Acumatica 2025.1:

1. Payment receipts you can email or print for released transactions,
2. Prepayments created from Sales Order payment links, and
3. Refund charges with proper GL treatment, plus several quality-of-life improvements in AR.
   
   

Why this matters

• Give customers proof of purchase instantly: Email or print official payment receipts directly from AR.
• Keep AR tidy: Treat Sales Order deposits as Prepayments so they hit the right AR account and downstream reports.
• Reflect real costs on refunds: Add positive or negative finance charges and let Acumatica post the correct entries.
• Fewer exceptions: Better validations and UI logic reduce rework and confusion for AR teams.
  
  

1) Payment receipts for released transactions

What’s changed

You can now generate and send payment receipts for released payments from:

• Payments and Applications (AR302000)
• Cash Sales (AR304000)

Receipts can be emailed or printed as a PDF attachment that includes payment and cash sale details.

Eligibility conditions

• If the payment method is Credit Card, POS, or EFT: the payment must be captured and released.
• If the payment method is Cash, Check, or Direct Deposit: the payment must be released.
• Supported document types include Payment, Prepayment, Refund, Voided Payment, Voided Refund.

New settings and UI you will see

Payment Methods (CA204000)

• New checkbox: Send Payment Receipts Automatically on Settings for Use in AR.
  • Default is cleared. When selected, receipts are sent automatically from AR302000 and AR304000. Users can still send manually.

 The Send Payment Receipts Automatically check box 

Accounts Receivable Preferences (AR101000)

• New Pay Receipt mailing entry on Mailing and Printing.
  • Active by default. You can remap the template at Customer Classes (AR201000) or Customers (AR303000).

 The Pay Receipt mailing on the Mailing and Printing tab 

Payments and Applications (AR302000)

• More menu gains a Printing and Emailing section:
  • Print Payment Receipt opens Payment Receipt (AR643000) for printing.
  • Email Payment Receipt creates an email to the Account Email on the customer (AR303000).

 New commands on the More menu of the Payments and Applications form 

• Financial tab adds Print and Email Options with read-only flags and Don’t Email.
  • The default for Don’t Email respects the Send Payment Receipts Automatically setting on the payment method.

 The Print and Email Options section on the Financial tab 

• Card Processing tab adds a Card Number column.

Invoice/Memo (AR641000)

• Printed invoices now include a Payment Details section at the bottom.
  • This is also used when printing from Cash Sales (AR304000).

Print Invoices and Memos (AR508000) → now Print/Email AR Documents (1)

• Title changed to Print/Email AR Documents.
• Action menu updates:
  • Print Invoices, Email Invoices, plus new Email Payment Receipts. (2)
• Table gains Payment Method (3)column and now lists a broader set of document types including Cash Sale, Cash Return, Payment, Prepayment, Voided Payment, Refund, Voided Refund.
• Show All behavior adjusted to respect selection criteria and the Don’t Email or Emailed flags across AR forms.

 The UI changes on the Print/Email AR Documents form 

Scheduling automatic receipts

1. In Payment Methods (CA204000), select Send Payment Receipts Automatically for the needed methods.
2. In Print/Email AR Documents (AR508000), create a schedule to automate sending receipts.

New report

• Payment Receipt (AR643000) is available to roles including Administrator, AcumaticaSupport, AR Admin, AR Clerk, SO Admin, AR Viewer, Sales Manager.

 The new Payment Receipt report 

Outcome

• Consistent customer experience with official receipts.
• Less manual follow-up and ad hoc PDF creation.
• Auditable, scheduled processing that scales with your AR volume.

2) Prepayments from Sales Order payment links

What’s changed

Payments received via payment links created for Sales Orders can now be configured to create Prepayment documents instead of generic Payments.

Why it matters

• Prepayments typically post to a Prepayment AR account, keeping deposits and order-related receipts separate from standard AR.
• Cleaner downstream reporting and simpler reconciliations for order-to-cash.

Outcome

• Better GL hygiene and fewer journal corrections.
• Tighter alignment between sales deposits and fulfillment.

3) Recording finance charges for refunds

What’s changed

You can add charges on refunds and voided refunds from Payments and Applications (AR302000) → Charges.

 Finance charges added to a refund 

• Charges can be positive or negative.

 The GL transaction posted for the refund with charges 

• When the refund is released, MYOB Acumatica posts the correct GL entries:
  • Positive charge amounts credit the cash account.
  • Negative charge amounts debit the cash account.
• When you void a refund, the system automatically adds charges with the opposite sign of the original refund’s charges.

 A voided refund with finance charges 

Outcome

• Real-world costs reflected on money going back to customers.
• Correct postings without manual journal fixes.

4) Other Finance improvements

Refined Custom due date validations in Credit Terms (CS206500)

• Ensures both the beginning and end of the month are covered.
• Enforces ranges and read-only fields so terms cannot be saved with gaps or invalid windows.

In MYOB Acumatica 2025.1, on the Credit Terms (CS206500) form, the following refinements have been made to the validations that the system performs if Custom is selected in the Due Date Type box:

• The system now inserts 1 in the Day From 1 box for Due Day 1 (see Item 1 in the screenshot below) to ensure that the beginning of the month is covered. This setting is read-only.
• The value in the Day To 1 box for Due Day 1 must (Item 2) be less than 31; otherwise, the system displays an error message. Also, the day in the Day To 1 box must be later than or the same as the day specified in the Day From 1 box. If this condition is not met, the system displays an error message.
• The Day From 2 setting for Due Day 2 (Item 3) is now read-only. Its value is one day later than the day in the Day To 1 box.
• The system inserts 31 in the Day To 2 box for Due Day 2 (Item 4) to ensure that the end of the month is covered. This setting is read-only. The day in the Day To 2 box must be later than or the same as the day specified in the Day From 2 box. If this condition is not met, the system displays an error message.

 The boxes with refined validations 

Manage Credit Holds (AR523000) usability

• Show All removed to avoid confusion.
• If Remove Credit Hold is selected, the UI hides date filters and shows only Credit Hold customers.
• If Credit Hold is selected, date filters are empty by default and results reflect Active or One-Time customers according to the specified start or end date.

 The form with Remove Credit Hold selected

 The form with Credit Hold selected

Cancel or correct invoices with external tax providers

• Credit memos created during cancel or correct now carry the same taxes and totals as the original invoice.
• This allows the credit memo to be applied and the correction invoice to be released without tax mismatches.

Outcome

• Fewer edge-case failures in AR workflows.
• Cleaner terms, clearer credit-hold actions, and smoother external-tax corrections.

Quick “Do This Now” Checklist

Admins

1. In Payment Methods (CA204000), review which methods should auto-send receipts.
2. In AR Preferences (AR101000), confirm the Pay Receipt mailing template mapping.
3. In Print/Email AR Documents (AR508000), set up a schedule for receipt emails.
4. Review roles for access to Payment Receipt (AR643000).
5. For Sales Order payment links, decide whether to create Prepayments by default.

AR Team

• Use Print Payment Receipt and Email Payment Receipt on AR302000 when customers request proof of payment.
• Check the Print and Email Options flags to confirm whether a receipt was sent or printed.
• Add charges on Refunds where needed and verify postings.

Finance

• Validate that prepayments post to the correct Prepayment AR account.
• Review Credit Terms configurations for the new validations.
• Update SOPs for Manage Credit Holds and for handling external-tax corrections.

Frequently Asked (and Useful) Questions

Q: Which payments qualify for receipts
A: Credit Card, POS, EFT that are captured and released, and Cash, Cheque, Direct Credit that are released.

Q: Can we auto email receipts?
A: Yes. Select Send Payment Receipts Automatically on the payment method and create a schedule in Print/Email AR Documents.

Q: Do receipt settings stop users from sending manually?
A: No. Users can always send or print receipts manually from AR302000 and AR304000.

Q: How do refund charges hit the GL?
A: Positive charges credit the cash account; negative charges debit the cash account. Voided refunds apply the opposite sign automatically.

Q: Why convert Sales Order payments to Prepayments?
A: Deposits are separated in a Prepayment AR account, improving clarity and reconciliation.

How Avanza Solutions can help

We can configure and roll out these Finance updates quickly for NZ businesses:

•  Map and brand your Pay Receipt email and AR643000 report (logo, GST number, contact details)
• Set up auto-scheduling with safeguards (date filters, Don’t Email defaults) and deliverability (SPF/DKIM)
• Configure Sales Order payment links to create Prepayments and validate AR Prepayment accounts/subaccounts
• Validate GST treatment for refund charges and update Tax Categories accordingly
• Train AR teams on the new receipt, refund-charge, and credit-hold workflows with a concise playbook
• Review Credit Terms setups and Credit Holds processes to match the new logic

If you want, we can implement this in your sandbox and provide a short playbook for your AR team.

View Full Release Notes