Client Payments Maintenance
Client payments must be banked. Banking client payments may be handled in two ways:
Enter payments as they come in, into Client Payments (if paying for an invoice) or cash transactions and create a detailed bank deposit. Use this method if using the Hybrid or Invoice accounting basis and where you want to be able to check that a payment has been made. If a payment is not to be banked immediately it can be entered into client payments and deposited later.
When importing transactions from your bank's web site select Client Payment if the deposit is for a single payment. If the deposit is for multiple payments (for example cheques, EFTPOS or credit card) skip that transaction and create it in bank transaction maintenance as a detailed transaction.
There are three client payments forms - one is activated from Bank Transactions when creating a detailed entry and allows you to maintain payments as well as deposit them. It displays payments that have not been deposited.
The second is activated from the Invoices and Client Operations forms and allows maintenance of all payments. The following description is based on that form.
The third is activated from the Invoices list form when unpaid invoices only are displayed. It is a quick payment and assumes the entire invoice is to be paid.
1. Maintain all Client Payments:
Displays all client payments. If the payment has been deposited "Deposited" displays on the form. In that case the payment cannot be deleted.
To enter a payment there must be an existing, billed, invoice.
The payment type defaults to Client. If Supplier refund is selected a supplier code has to be entered into the Paid by field.
Enter/select the code of the client the payment is for.
Select the invoice the payment is for. The list displays all billed invoices for the selected client. If the invoice has been paid, and you select it, you will be warned that it has been paid.
Once the invoice has been selected all remaining fields are populated. The assumption is that the remaining amount due is to be paid. Any amount due displays in Amount Due. Clients can pay in installments
Enter/select the account.
Enter the payment method.
If the payment being made is not for the balance owing, enter the amount.
Notes defaults to the description of the invoice with "Payment for" at the beginning. You can change this if required.
The invoice selection list is as follows:
To deposit a payment click the Deposit button. The following form displays:
Select the correct bank account and click Deposit. You may change the narrative to more closely match what will appear on the statement.
Banking a deposit here creates a detailed bank transaction. You may review it in Bank Transactions maintenance.
If a payment has been deposited it may not be edited, or deleted.
2. The following form displays payments not yet deposited. Start this form from Bank Transactions if adding or editing a detail transaction. Activate it by clicking the Receipts button.
Payments maintenance is carried out in the same manner as the Clients Payments form.
If the receipt has been deposited it may not be deleted - remove it from the deposit first. Then use the Client Payments Form to delete it.