Entries, or changes, in this form automatically up date the Client's job Ledger YTD payments. When those entries are payments for job invoices. Payments for one off invoices have no effect on the job Y.T.D. figures.
Deposited payments may not be altered.
Receipts must be linked to existing invoice(s). If using the payments accounting basis, you can record cash receipts. There must still be an invoice to match the payment to.
Match each receipt to an existing invoice. You may enter multiple receipts against any one invoice, but each receipt entry must match a single invoice. This enables the system to calculate possible writeoffs, and overdue debt. A client may pay part of an invoice, and you can still track what has not been paid. If a client receipt is for multiple invoices you must create a receipt entry for each invoice it relates to.
When you enter an invoice number in the Invoice field how much is owed on it displays to the right.
1. Click Add. The fields are enabled and cleared. You can enter both general and job payments. When the payment is for a job the Payment is for a job panel displays and shows the job card the payment is for.
2. Enter, or select, the client code in the Paid by field.
3. Enter, or select, an invoice. The selection list (Click on the Magnifying glass at the right of the field) displays all invoices for the selected client. If the invoice has a balance unpaid it displays in the Amount due field to the right. The job the invoice is for displays in the Payment is for job panel. When an invoice is selected the description of the invoice (if any) is placed in the Notes field with "Payment for" added.
4. Select the ledger account the payment belongs to.
5. Enter the date of the payment.
6. If the payment is different from the balance due enter the Amount.
7. Select the Pay Method.
8. You can change the Notes. These appear in the narrative of the deposit if you deposit the payment from the receipts form. If the payment is for a direct credit you may wish to change the Notes to match the narrative of the actual bank deposit.
9. Click Save.
10. If the payment is a direct credit, or some other payment that is already in your bank account click Deposit. The following form displays:
When the payment has been deposited "Deposited" displays on the form. In addition the date, and amount, of the payment may not be changed when editing the payment. To delete the payment remove it from the bank transaction first. That is, undeposit it.
When editing a payment the client's code may not be changed.
If the client is waiting for a receipt you can print one by clicking Receipt. This feature is for situation where you have not issued a tax invoice. The receipt becomes the tax invoice.