CUSTOMER RECEIPT CUSTOMER RECEIPT

Transcription

1 CUSTOMER RECEIPT There are two ways to make a customer payment, either through the Customer or through the Cashbook. It may seem more obvious to use the Customer Receipt, but it is actually easier to use a Cashbook Customer as you don t have to manually create the cashbook transaction. C U S T O M E R R E C E I P T 1. From the base GlobalBake menu select Customers > Customer Receipt. 2. Click Add. 3. Enter Customer, Date, Reference, Receipted and Discount if appropriate. You may also enter the Cheque or payment type details. 4. Now you need to enter the Cashbook transaction that this receipt belongs on. You may need to create it first if there are no appropriate transactions. In the example below, the transaction dated 26 April is a cheque for another Customer and cannot be used to add this payment to. The transactions dated in May are also incorrect to use as the date of the payment is prior to the date of this cheque, so a new cashbook transaction needs to be added by clicking Add. 5. Click in the first line of the table, then click Exit until you are back at the list of Cashbook Customers. 6. Select the new transaction with a zero balance and click Save and Exit. 7. Enter the Allocations. See page 3 for more instructions. 8. Click Exit. PAGE 1

2 C A S H B O O K C U S T O M E R 1. From the base GlobalBake menu select Ledger > Cashbook Banking. 2. Click Add. 3. Enter the date, then any of Name of Other Party, Mts, Particulars, Code, Bank Reference and Memo. When the transaction has been reconciled, then Date and Page No in the Bank Statement section will be automatically entered. 4. Click on the first empty line in the table. 5. Enter Customer, payment amount and discount if any. You can enter a comment in the box under discount if required. 6. Click Save and Exit. 7. Enter the allocations. See page 3 for more instructions. 8. Click Exit. From the base GlobalBake menu select Ledger > Cashbook Banking. These transactions are all Customer Receipts. PAGE 2

3 R E D A T E R E C E I P T S There is a field on the cashbook 'Redate Receipts' which becomes active if the date on a cashbook customers is changed. In this example the date has been changed from the 9 Aug to 11 Aug, so the field becomes active and ticking it will re date the receipts on the cashbook. The field then becomes greyed out again. PAGE 3

4 A L L O C A T I N G R E C E I P T S Allocations are where you reconcile the payment made with outstanding invoices. This reduces the total outstanding owed. If no allocations are made, then there is no change to the outstanding figure. After entering your Customer Receipt, the Allocation screen usually opens automatically. If it does not, click Allocation, as shown in blue. 1. If you are not on the Customer Receipt start from the base GlobalBake menu select Customers> Customer Receipt. 2. Select and Display the appropriate Customer Receipt. 3. Click on the line with the Customer Receipt in it. 4. Click Allocate, as shown in blue. 5. To allocate the payments, click in the credit line next to the invoice you wish to pay and enter the amount to pay. A double click on the line will enter the full amount of the invoice. In the example above: Invoice has been fully paid Invoice has been fully paid Invoice has $53 paid off Invoice has not been paid Always check that the Unallocated Amount, as shown above in red, is equal to zero so you do not over or under allocate the receipt. If the amount has been over-allocated, the box will be red and a message will showing asking if you wish to set the over-allocation as a settlement discount. Answer Yes to automatically do this or No to go back and manually fix this. See the next page for a definition of the buttons shown in green. PAGE 4

5 Auto Alloc (Auto Allocate) will automatically credit invoices with the full outstanding amount until the unallocated amount equals zero. The oldest invoices are credited first. All Trans (All Transactions) will show all transactions outstanding for the customer, not just the allocated invoices. This is useful if the receipt has been partially allocated ant you want to see any other transactions that can have allocations made to them. Print Alloc will print the list of allocations. UnAllocate will unallocated all invoices and credits shown. Import is used to import the allocations from a file. There are several specifications already set up. Sort By changes the order of the invoices in the list. Note: This does not change the order of the Auto Allocate button. Allow Auto Overallocate will allow invoices to be over allocated. 6. Click Exit. PAGE 5