Receive Payments

This screen is used to record receipt of a payment from a Customer. A list of customer invoices is displayed. If the payment received refers to these invoices click on APPLY against the invoice and enter the amount.

Many businesses batch a number of receipts/cheques together for deposit to their bank account at the end of the week. In this situation selection of the Undeposited Funds account as the deposit to account will assist in monitoring unbanked funds. The banking of the cheques can then be recorded as a single amount using the Bank Takings Income transaction. Recording the deposit as a single amount has the additional benefit of simplifying subsequent reconciliation of the bank account.

For customers invoiced in a foreign currency it is necessary to provide information on the amount received in both Sterling and in the currency of the invoice to ensure proper reporting of exchange rate gains and losses.

Payment Date

Enter the date of the payment. The date can either be entered manually or selected from the pop-up calendar by clicking the Calendar icon. The As At Date must be entered in the format DD/MM/YYYY, for example, 01/01/2000.

When entering dates manually, a date guessing routine speeds up the input by taking the user input and assuming the missing month and or year based on the current date as the user leaves the field i.e.

the date today is 30th October 2009

Deposit To

The bank account to which any amount should be deposited.

Auto Receipt Totalling

Where there are no unapplied items displayed or foreign currency invoices, select the relevant deposit to account and then tick in the APPLY for all those invoices being paid in full. The Rece'ipt' box at the top of the screen displays the total being received.

When all the required invoices have been ticked as applied, click on SUBMIT to complete the receive payments transaction. The user is asked to confirm the amount being received in the dialogue box.

Select all credit (Unapplied) items

Tick the box to select all of the displayed credit items for application to the invoices.

Apply all available credit, paying the oldest items first

Tick the box to apply the sum of the receipt value entered plus any selected un-applied credit items. The credit will be applied to the oldest item first and so on until the value is consumed.

Matching or un-matching Un-applied Items

There are occasionally situations where unapplied items (Credit Notes or Miscellaneous Payments) will display on the Receive Payments screen but there are no (and unlikely to be in the future) sales invoices to match the items against. This could be the situation where a relationship with a customer is ended and what remains is an issued credit note that is paid to the customer as cash payment. The Receive payments screen will show both the credit note and the miscellaneous payment. The balance on the customer account and the aged debtor situation is correct, the receive payments screen, however, will continue to display the transactions indefinitely. To remove them from the screen (not removing the transactions) tick the Match box adjacent to each transaction, as shown in the example. Click SUBMIT and the transactions will be hidden.

Note the value of transactions matched must be zero, in effect equal and opposite. The system will prevent the hiding of non-zero sums. Hidden transactions are identified on the Customer ledger with the date of hiding and on the customer account transaction listing with a M symbol. Clicking on this symbol will unhide the transaction so that it reappears on the receive payments screen.

FX Amount Due

Displays the remaining amount to be received in the invoice currency if the customer is invoiced in a different currency to the base currency for the business.

FX Amount Received

When receiving a payment against a foreign currency invoice enter the foreign currency amount represented by the receipt.

When the foreign currency amount received is sufficient to satisfy the foreign currency amount due the invoice will be closed and any exchange rate gains/losses will be calculated and posted based on the sterling value of receipts that have been recorded.

FX Gain/Loss

If the foreign currency amount received is sufficient to close the invoice any exchange rate gains/losses will be calculated and displayed based on the sterling value of receipts that have been recorded.

For each FX invoice an exchange rate gains/losses an un-editable journal is posted. If the receipt allocation is subsequently de-allocated then the relevant journal is deleted.

Write-Off

Use this flag to set the status of a receivable item to "written-off".

Note that if you are VAT registered under the standard scheme this transaction will recover the VAT of the original invoice, or a portion of the VAT if the debt has been partly settled. Current VAT legislation states that VAT on written-off invoices may not be recovered until 6 months have elapsed after the original due date.

Aged Debtors and Customer Account Listing Reports

As part of a credit control process, knowledge of outstanding customer invoices and their age profile is very important. An Aged Debtors report fulfills this need. The report is accessed via the Reports menu.

Reports - Customer - Aged Debtors

The Customer Account Listing report shows all (including non cash) transactions that have impacted a Customer Account. It is accessed in a similar way to the Aged Debtors Report

Reports - Customers - Customer Accounts Listing