Select Receipts in the main form.
Select the Customer. The Bookings summary grid will be populated with all bookings that have been invoiced (i.e. by default uninvoiced bookings are excluded) within the period. Select a booking in the grid.
Search for booking. This option will automatically activate the customer and locate the searched booking in the Bookings summary grid.
Search for invoice. This option will automatically activate the customer and locate the first booking that was invoiced against the entered invoice number.
As many bookings can be assigned to one invoice number, the located booking may not be the one you are looking for.
The Receipts allocated to selected booking grid reflects all allocated receipts for the booking.
These may relate to initial deposits, interim/part receipts or discounts etc.
The All unallocated receipts grid represents all amounts received from the customer but not allocated to any particular booking.
Receipts are automatically unallocated when credit notes are passed.
Receipt details
Date of receipt and Amount are self-explanatory. The Amount is always positive even in Refund/reversal of receipt transactions
Allocate receipt against booking. Based on the selected customer, the available bookings will be indicated in the list.
For unallocated receipts, select “(Unallocated)” in the list or leave it blank.
Receipt #. Enter a unique receipt number for new receipts.
Existing receipts can be updated by selecting the receipt in either of the grids or by selecting the Receipt # in the list.
The icon determines the next logical receipt number from the system.
Other ref. Optional field. E.g. if you have reallocated from a credit, you may want to specify that credit note number or the original invoice number.
Method. Use “(Not specified) for non “cash” transactions.
Inter organisational clearing transactions would generally be non “cash”.
For Discounts allowed, you may use the method in which the customer made final payment.
Purpose. Select the purpose of the receipt.
Notes. Detail anything else pertinent to the receipt. This field value is printed on the receipt.
Process new receipt. When you are satisfied, select this option to process the new receipt.
Update receipt. Select a receipt in either of the receipt grids, make the necessary changes and then apply this option.
Remove receipt. Only remove receipts that were processed in error (e.g. duplicate receipts).
Print receipt. This option will print the details of the selected Receipt #.
Receipts can be activated by selecting them in either of the grids or by selecting the receipt in the Receipt # field.
The receipt will reflect all entries relating to the Receipt #.
Receipts that only contain Discount allowed or Internal(Inter organisational entry) cannot be printed.
If a Discount allowed entry was processed against a receipt it will not reflect on the receipt.
If part of a receipt is allocated to a booking or invoice, the balance remaining results in a new receipt being created.
The new receipts are sub receipts of the original Receipt #. E.g. Receipt “12345” would be split into “12345” for the amount allocated and “12345#1” for the balance carried forward on the receipt.
This is because receipt numbers must be unique for each and every receipt transaction.
Cash is always a high risk item in any business. Ensure you record receipting transactions accurately and that you can account for them back to banking/cash movement.