AR Receipt

Record a payment received from a customer. Receipts can optionally be banked through the Cash Book and allocated against outstanding invoices as part of the same save.

Details

Customer Code	The customer the receipt is from. Use the lookup to select an existing customer. Prospect-type customers cannot be used. When you select a customer, the system populates the displayed Customer Name, Credit Limit, and Stop Credit flag, defaults the Auto Allocate setting from the customer, picks up the customer's currency, and (in Saturn editions) defaults the Branch and Department from the customer record.
Customer Name	Read-only. The name of the selected customer.
Period	The accounting period the receipt will post to. The period is recalculated automatically when the Transaction Date is changed. Receipts cannot be saved into a closed period.
Transaction Date	The date the receipt is being recorded. Changing this date updates the Period field automatically.
Reference	A reference for the receipt, typically a cheque number or other identifying reference. Optional.
Comment	A free-text comment describing the receipt. Optional.
Branch Code	The branch this receipt belongs to. Defaults from the customer record. Saturn editions only.
Department Code	The department this receipt belongs to. Defaults from the customer record. Saturn editions only.
Narration	A free-text narrative entered against the receipt.
Auto Allocate	Controls how the receipt is allocated against the customer's outstanding transactions when it is saved. The value defaults from the customer record. It determines whether the "Allocate Immediately?" prompt appears: only a receipt set to allocate when the balance is fully cleared, where the amount does not exactly clear the customer's outstanding balance, triggers the prompt. Settings that allocate everything or nothing save without prompting.
Credit Limit	The customer's credit limit, shown for reference. It can be amended here when you have write permission for customer credit limits, but is read-only for cash-type customers.
Stop Credit	Indicates whether the customer is on stop credit. It can be amended here when you have write permission for stop credit; otherwise it is read-only.

Foreign Exchange

For foreign-currency customers, a Foreign Exchange panel appears once a customer has been selected, showing the Rate Type and Exchange Rate. A lock button beside the rate lets you fix the exchange rate (or free it again) so it is not recalculated. The panel is hidden when the customer trades in the base currency.

Amounts

Net Receipt

The net amount of money actually received. This is the primary amount you enter.

Transaction Discount

Any discount being given to the customer as part of this receipt (for example, an early-payment discount). Optional.

Transaction Amount

Read-only.

The total amount of the receipt, calculated as Net Receipt plus Transaction Discount. It updates automatically as you change either amount.

Banking

Each receipt has one or more banking lines that describe how the money was received (for example, cash, cheque, EFT). Add a row for each tender and enter the Media Code, Banking Amount, Payer Name, Bank Reference, and Bank Particulars. When you choose a media code other than CASH, the payer name, bank reference, particulars, and bank account number default from the customer record. Use the balance action to make the banking lines add up to the receipt total.

When the Cash Book module is installed, a CB Banking panel is shown. Tick Bank Through to bank the receipt through a Cash Book bank account, then set the Currency, Bank Account, Rate Type, Exchange Rate, Banking Amount, and Bank Charges. The bank account defaults from the customer group (or the system default bank account when its currency matches), and several of these fields become editable or read-only depending on the banking currency. Entering Bank Charges requires the Cash Book banking-charges permission.

Balances

The Balances panel on the right shows the customer's current balance. While you are entering or editing a receipt it also shows a Pending Total row — the balance as it will stand once this receipt is applied.

Allocate Immediately

Depending on the customer's Auto Allocate setting (see above), saving a new receipt may prompt whether you want to allocate it immediately against outstanding invoices. When the prompt appears you have three options:

Allocate Saves the receipt, opens the Allocations tab, and allows you to match the receipt against the customer's outstanding debits before completing the save.
Save Without Allocating Saves the receipt and leaves it unallocated. You can allocate it later from the Allocations screen.
Cancel Abandons the save and returns to the Details tab.

Note: If the receipt is saved successfully but the allocation step fails, the receipt is kept and you are returned to view mode. You can allocate it later from the Transaction List or the Allocations screen.

Actions

New Start a new receipt.
Save Save the receipt. Triggers the Allocate Immediately prompt on new receipts.
Delete Delete the receipt. Posted receipts and receipts in closed periods cannot be deleted — the server enforces this.
Duplicate Create a new receipt using the current receipt as a template.