This form allows the entry of all receipts. Supplier refunds may be entered.
Payments must link to an invoice. They must be included as part of detailed deposits in Bank Transactions.
Multiple payments can be entered for any invoice, but a payment must relate to only one invoice. You can therefore handle partial payments.
If a client pays for multiple invoices enter a payment for each invoice. When an invoice is selected how much is owed displays.
If a client makes an over payment make a payment entry equal to the actual amount paid and write out a cheque (client refund) to refund the difference between the payment and the invoice. Alternatively, assuming a direct credit, create a detailed bank transaction with two lines: the payment as equal to the invoice and the difference as a cash entry. Create a discount line on your next invoice equal to the amount of the overpayment.
Do not enter cash receipts into the receipts form unless an invoice has been generated as follows:
Create a "client" called "CASH". This enables you to generate cash invoices when you need to for G.S.T. purposes. In that case you should enter such receipts in this form.
Enter payments that are not for client invoices, and that you intend to bank, into Cash Transactions.
1. Click Add. The editable fields are enabled. As follows:
2. If this is a supplier refund check the Supplier Refund box in the Type panel. The default is Client Payment.
3. Enter the client's code in the Paid by field.
4. Select an existing invoice from the selection list (Click on the Magnifying glass at the right of the Paid By field), or enter the invoice number if you know it. The selection list only displays invoices for the client/supplier selected on the payments form. If Workshop Management is installed, and the selected invoice is for a job, a "Payment is for job" panel displays. The panel displays the job the invoice is for.
If you select an invoice that has been fully paid you will be warned. The Amount Due will be 0.00. If you decide to proceed the debt for that invoice will be a minus amount. This is clearly nonsense. Change to the correct invoice.
5. Select the ledger account for the payment and the description of the invoice (if there is one). The amount still owing displays on the Amount Due field. The ledger account can be changed when editing a payment that has been included in a G.S.T. imputation run..
6. Enter the date of payment.
7. Select the pay method. This is for documentation purposes only.
8. Notes defaults to the description of the invoice preceeded by "Payment for". You can modify this if you wish.
To deposit a payment click the Deposit button. The following form activates:
If you have multiple bank accounts make sure the Bank Acct displaying is the correct one. The deposit date is the date the payment was entered as being paid. A detailed bank transaction is created. If you record payments using EFTPOS or credit card then create a detailed bank transaction at the end of the day when you know the total value of transactions for that day.
You may not edit payments that have been deposited.
The client code field is disabled to prevent the client being changed.