AR Transactions

AR Transactions - Receipt

Navigator > Tasks > Accounts Receivable > Enter Transactions > Receipt


Transaction Tab
Customer Code		The Customer the transaction affects. The Customer Name, Currency and Regime code will be displayed.
Date		The date of the previous transaction (default), or the System Date (can be changed), must be within the date range for the selected period.
Reference		The transaction reference. When you Bank Through, if no Reference is entered in the Banking Items grid, this will be copied to the Banking Item.
Comment		Add a comment to be recorded against the transaction. When you Bank Through, if no Comment is entered in the Banking Items grid, this will be copied to the Banking Item.
Rate Type		Type of exchange rate.
Branch		The Branch for the transaction - analysis lines for Invoices and Credits can be assigned another Branch. (Accredo Saturn Only)
Exchange Rate		The exchange rate.
Department		The Department for the transaction - analysis lines for Invoices and Credits can be assigned a different Department. (Accredo Saturn Only)
Auto Allocate		All - Transactions will be allocated against the oldest outstanding balance. Whole Balances - If the transaction would clear one or more whole outstanding balances, for example Balance 3, or Balance 3 + Balance 2, or Balance 3 + Balance 2 + Balance 1 etc., then allocation will be automatic, otherwise the user will be prompted for immediate allocation. None - Transactions will not be auto allocated.
Net Receipt		The amount of the receipt.
Discount		The prompt payment discount you gave the customer. If Receipt Discount Calculation is selected in AR Settings the discount will be calculated ar the customers Discount % on the Net Receipt. Discount can be adjusted from the Allocation form. If the customer has under or overpaid, you may use the Discount field to write this off at the time the receipt is entered. For over-payment, enter a negative discount. See Settlement Discounts for more details.
Gross		The amount will be calculated as the sum of the net receipt plus the discount, and is applied to the Customer account.
Credit Limit		The Credit limit for the Customer, if exceeded shows red. You can edit the Credit Limit. If you change the Credit Limit, on Save the Credit Limit will be updated for the Customer.
Stop Credit		Requires Stop Credit permission, select on entering a receipt, (without having to open the Customer). Selected, applies to a customer when the receipt is saved, you can remove it when you enter a receipt (clears arrears on the Customer account).
Narration		Narration for the transaction. If you perform detailed transfers to General Ledger, the narration is carried through to the General Ledger Batch line.
Balances		Aged account balances are for information only, Post to update.
Pending Total		The figure that will appear in the Total field on Save.
Bill From		If the Customer code has Bill To Customer set (for example, customer is an individual but billing is to head office), when the transaction is saved, this field shows the original Customer code entered, and the Customer code field is re-populated with the Bill To Customer code. If there is No Bill To Customer code, the From field still populates with the Customer code, both fields will show the same code.
CB Banking
Bank Through		Selected, the receipt will immediately update the CB and not appear on the Banking Summary. Use this when entering deposits that are direct credited or paid via automatic payment so a separate banking function is not required. Type details of the receipt including split tender.
Bank Account		Select the bank account in CB this receipt is being deposited to - only if Bank Through is Selected, rather than as part of the Banking Summary. Click Save banking details `(Ctrl+D)` to save this setting.
Banking Amount		The amount banked for the Media type. For multiple Media types, you will need multiple lines in the Banking Items grid.
Bank Charges		The amount charged by the bank. Banking charges will be deducted.
Currency		Currency code for the receipt.
Rate Type		Type of exchange rate for the customer.
Exchange Rate		Foreign exchange rate for the receipt.
Banking Items
Media		The Banking media code for a customer set from AR Customer. You can specify a Banking Media code from Navigator > Setup > Company > Configuration > Banking Media.
Amount		The amount of the banking item. All banking item amounts for the transaction must total to the Net Receipt amount.
Payer Name		The payer name, defaults from the Customer payer name, can be changed.
Reference Particulars		The Bank Reference and Bank Particulars, defaults from the Customer record, can be changed. For Cash Sales, the Invoice Number is be used as the Reference. For Credit Card receipts, use the Reference and Particulars fields for the card type and number. Click Save banking details `(Ctrl+D)` to apply the banking details to the customer.
Status		Will be Unbanked for newly entered receipts, then Banked when the Banking Summary is complete or immediately on posting the receipt if Bank Through is selected.
Bank Account		Shows the CB Bank Account Code the item will be banked to. Only applies if Bank Through is selected, and the receipt will be banked through to the CB immediately rather than as part of the Banking Summary.
Grid Toolbar
	Expand Toolbar `(Ctrl+F9)`		Expand the toolbar to give access to all toolbar options. Press `Esc` to close the expanded toolbar.
	Insert `(F4)`		Insert a new analysis at the selected line.
	Move `(Shift+Up) (Shift+Down)`		Select an analysis and move it higher or lower on the list.
	Delete `(F3)`		Delete the selected analysis.
	Drill down `(Shift+F12)`		Drill down to the banking summary.
	Customise `(Alt+F5)`		Opens Customise Fields, you can customise the fields visible in the grid.
	Balance banking `(Ctrl+=)`		Calculate the amount left to pay (if receipt is made up of different amounts) or the change to be given (if one or more of the payments are cash). When all other banking items have been entered, select the next blank line, select Cash as the Media and click Balance Banking `(Ctrl+=)`. The amount to pay appears as a positive amount. Change will be expressed as a negative amount.
	Save banking details `(Ctrl+D)`		You can save the Payer Name, Reference and Particulars for the current line against the Customer record.
	Customise Toolbar		Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.

Allocating Receipts

For transactions when Auto Allocate is clear (Open Item customers) after entering the receipt, you will be prompted to allocate immediately if there are transactions to allocate against. When Auto Allocate is selected (balance forward customers), the transaction will be allocated against the oldest outstanding balances. For current period receipts, if the receipt amount matches one or more entire period balances, the receipt is allocated against credits in those periods.

Effect of Receipt Transactions

The outstanding balance is reduced by the amount, and the date and amount of last receipt are recorded. If you are producing a Banking Summary, the amount and banking details will be included.

Refer to Payee Cheque

If a banked cheque is returned unpaid, duplicate contra the receipt entered in the Customer's account. If you have CB, select the bank account the original receipt was deposited into, and select Bank Through to update the CB. This ensures it will be easy to reconcile when the returned cheque appears on the bank statement.

You may want to unallocate the original receipt from the invoices it paid, then re-allocate against the reversal. This will leave the Invoice transactions (which the Customer had indicated were paid with the bounced cheque) outstanding on the Customer's account.

Refunds Paid to Customers

You may need to enter details of a refund cheque paid to a customer, or create a credit to credit the customer and reduce sales figures. To enter the refund paid, enter a negative receipt for the refund amount (that is, in the Receipt Amount field type a minus (-) then the amount of the refund), enter the cheque number as a reference. This negative receipt will debit the customer account.

For Open Item customers allocate the credit against the negative receipt. If you are integrating with CB, select the bank account in CB from which the cheque was paid and select Bank Through to update the CB. This will appear among the cheques for reconciliation when the item appears on the bank statement.

Receipt Entered Incorrectly

If a receipt is entered incorrectly, for example, incorrect amount or period, and Edit is not available:

Duplicate contra the receipt.
From CB Banking Summary, select the original transaction and the reversing transaction to bank, all other transactions will remain Unbanked.
Accept the banking (if the Total = 0). Zero value bankings are not transferred to CB reconciliation.

Money not banked

For example, cash received from a customer:

Enter the receipt and allocate in AR.
From CB Banking Summary, select the transaction and bank it.
Enter a CB Withdrawal transaction for the same amount and allocate to an Analysis code (for example, petty cash).

This will create a Credit and a Debit transaction when you reconcile the CB.

In This Section

Settlement Discounts