# Receipt intake for another business **URL:** \ **Category:** Uncategorized\ **Created:** [July 17, 2026, 4:51pm UTC](https://forum.manager.io/t/receipt-intake-for-another-business/68968 "2026-07-17T16:51:55Z")\ **Posts on this page:** 5\ **Page:** 1
**Author:** ![cofbd](https://avatars.discourse-cdn.com/v4/letter/c/ac8455/32.png) [@cofbd](https://forum.manager.io/u/cofbd)\ **Post date:** [July 17, 2026, 4:51pm UTC](https://forum.manager.io/t/receipt-intake-for-another-business/68968/1 "2026-07-17T16:51:56Z")
I use [Manager.io](http://Manager.io) as treasurer of a large club. I could use some advice on how to handle receipts taken in for an unrelated sister club (we give a net price discount if you join both clubs). The received amount is split when I record it. I currently allocate the sister club’s portion to it’s own income account and then every few months I write a check to them against this account which zeros it out. The problem is that whenever there is a balance in this account it shows up in our balance sheet when I am simply “holding” this money for them temporarily. Is there a clean way to receive this money while keeping it off our club’s balance sheet? My first thought was to use a liability account but I don’t know how to do this. How can I enter their portion when received and simultaneously enter the liability so it effectively zeros it out on our balance sheet? Thank you. ---
**Author:** ![Abeiku](https://sea1.discourse-cdn.com/flex019/user_avatar/forum.manager.io/abeiku/32/44970_2.png) [@Abeiku](https://forum.manager.io/u/Abeiku)\ **Post date:** [July 17, 2026, 6:46pm UTC](https://forum.manager.io/t/receipt-intake-for-another-business/68968/2 "2026-07-17T18:46:53Z")
The part received on behalf on another business is a liability and it must always remain as a liability. Create a liability account and place it under Liabilities group in the balance sheet. When you receive it, using the `Receipt` module Debit: Cash/Bank Credit: the Liability account. You have to split it using two-line items. so, you will have something like this **Debit** Cash/Bank 1000 **Credit** Subscription Income 500 (income Account or Account receivable account if an invoice was issued to the subscriber/Customer first) **Credit** Funds received on behalf of Club A 500 (Liability Account) Account Zeroes out only after making payment. Do you remit the funds to the related business immediately? We can try another move. ---
**Author:** ![cofbd](https://avatars.discourse-cdn.com/v4/letter/c/ac8455/32.png) [@cofbd](https://forum.manager.io/u/cofbd)\ **Post date:** [July 17, 2026, 9:11pm UTC](https://forum.manager.io/t/receipt-intake-for-another-business/68968/3 "2026-07-17T21:11:14Z")
Thank you for your reply. Very helpful and I can follow along fine. I do understand generally what you are suggesting. I did create a liability account for tracking the money owed. Then, in the receipt form, I can receive the money in our checking account, but lower down in the credit section, for the account pull-down I am only seeing my expenses and income accounts to choose from. The liability account I created isn’t one of the options. Is there a step I’ve missed to make the liability account show up as one of the account pull-down options? To answer your question… I don’t remit the funds immediately. This would be a nuisance given the small amounts. Usually I send a check over every month or so. ---
**Author:** ![cofbd](https://avatars.discourse-cdn.com/v4/letter/c/ac8455/32.png) [@cofbd](https://forum.manager.io/u/cofbd)\ **Post date:** [July 17, 2026, 9:28pm UTC](https://forum.manager.io/t/receipt-intake-for-another-business/68968/4 "2026-07-17T21:28:32Z")
Upon further searching, I did find this (below) in the manager help files. I am not sure if it directly applies to my situation, but it seems related. Note: We don’t have any “customers” set up, so therefore we don’t have Accounts Receivable set up. _Applying Receipts in [Manager.io](http://Manager.io)_ _In [Manager.io](http://Manager.io), you cannot apply a receipt directly to a liability account. Instead, the process for handling customer deposits and advances is structured differently._ ### _Recording Customer Deposits and Advances_ _When you receive funds from a customer before they are earned, these amounts are treated as liabilities. Here’s how to manage them:_ - _Account Type: Record the deposit under Accounts receivable._ - _Receipt Process:_ 1. _Go to the Receipts tab._ 2. _Click on New Receipt._ 3. _Under Paid by, select the customer._ 4. _Leave the Item field blank._ 5. _Select Accounts receivable in the Account field._ 6. _Enter the total deposit amount in the Unit price field._ ### _Impact on Financial Records_ - _The deposit increases your bank or cash account balance._ - _It also reduces the total balance in Accounts receivable, reflecting the liability owed to the customer._ ### _Summary_ _To summarize, while you cannot apply a receipt directly to a liability account, you can effectively manage customer deposits by recording them as liabilities under Accounts receivable. This ensures accurate tracking of funds received and obligations to customers._ ---
**Author:** ![cofbd](https://avatars.discourse-cdn.com/v4/letter/c/ac8455/32.png) [@cofbd](https://forum.manager.io/u/cofbd)\ **Post date:** [July 17, 2026, 10:41pm UTC](https://forum.manager.io/t/receipt-intake-for-another-business/68968/5 "2026-07-17T22:41:17Z")
I discovered that by activating Special Accounts, I could create a special liability account that IS available within the receipts form!