Creating receipts

This page allows you to create a receipt for the payment received from a customer. Tell me more.

Select the “Create Receipt” link under the “Customer Receipts” business component.

The “Create Receipt” page appears.

Enter the following fields in the “Voucher Information” group box:

Receipt #

A unique number identifying the receipt (Alphanumeric, 18). Mandatory. This number is generated and displayed by the system, when the “Create Receipt” or “Create and Authorize Receipt” pushbutton is clicked. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component.

Note: This field must not be left blank if the numbering type has been selected as “Manual”.

Receipt Category	Use the drop-down list box to select the category to which the receipt belongs from “Regular”, “Deposits” and “Advance”.
	Regular – indicates that the payment has been received for adjustment against a debit document.
	Deposits – indicates that the payment has been received as a security from the customer for the goods taken.
	Advance – indicates that the payment has been received based on the invoice to be raised on the customer.
	The system displays “Regular” by default.

Note: You can select the receipt category as “Deposits” or “Advance” if the type of the debit document has been selected as “Sale Order”.

The system displays the following:

Status	The status of the receipt. It could be “Draft”, “Fresh” or “Authorized”.
	Draft – indicates a newly created receipt. You cannot authorize a receipt in this status. The status has to be changed to “Fresh” using the “Edit Receipt” activity.
	Fresh – indicates that the receipt can be authorized.
	Authorized – indicates that the receipt has been authorized and postings have been made in the corresponding books of accounts.

Enter the following fields in the “Voucher Information” group box:

Receipt Date	The date on which the receipt is created (Date Format). Mandatory. This date must not be later than the system date and must fall within an open financial year. The system date will be displayed by default on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the posting is to be made. All the finance books that have been mapped to the login organization unit will be available for selection in the ascending order if postings can be made in multiple finance books. If postings can be made only in a finance book, the book that has been set as default will be displayed.
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Receipt” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.

Enter the following fields in the “Receipt Information” group box:

Customer #	The code identifying the customer (Alphanumeric, 16). Mandatory. The customer code must have been defined in the “Create Customer” activity of the “Customer” business component.
	The system retrieves the name of the customer based on the code entered and the code identifying the currencies that have been mapped to the “Customer Receivables Account” in the “Currency” field.
	Help facility available

The system displays the following:

Customer Name

The name of the customer.

Enter the following fields in the “Receipt Information” group box:

Receipt Route

Use the drop-down list box to select the way in which the payment has been received from the customer. You can select from “Bank” or “Cash”. The system displays “Bank” by default on launch of the page.

Note: The route selected must be a valid one for the bank / cash account.

Receipt Mode

Use the drop-down list box to select the mode in which the payment was received from the customer. You can select from “Check”, “Demand Draft”, “Pay Order”, “Direct Credit”, “Cash” and “Credit Card”. The system displays “Check” by default.

Note: “Check”, “Demand Draft”, “Pay Order”, “Credit Card” and “Direct Credit” can be selected if the “Receipt Route” has been selected as “Bank”. “Cash” can be selected if the “Receipt Route” has been selected as “Cash”.

Adjustment

Use the drop-down list box to select the type of adjustment that is to be made with the payment received from the customer. You can select from “Automatic” or “Manual”.

Note: Based on the function default set for the “Adjustment Type” and the “Default Adjustment Type” in the “Set Function Defaults” activity, ”Automatic” and “Manual” will be available for selection.

“Automatic” must not be selected if “Receipt Category” has been selected as “Deposit” or “Advance”.

The currencies of the receipt and the debit document must be the same if you want to adjust them automatically.

Currency

Use the drop-down list box to select the code identifying the currency in which the payment has been received. The system lists all the currencies that have been mapped to the “Customer Receivable Accounts” in the “Create Customer Receivables Account Definition” activity of the “Account Rule Definition” business component. The base currency of the login organization unit will be displayed by default on launch of the page if it is one of the currencies mapped.

Note: The currency selected in this field must be the same as the currency selected in the “Debit Document Currency” field if “Allow Cross Currency Receipts” has been set to “No” in the “Set Function Defaults” activity.

Exchange Rate

The number of units of the base currency with respect to the transaction currency if they are different (Decimal). Mandatory. The exchange rate must have been defined in the “Create Exchange Rate” activity of the “Exchange Rate” business component. The exchange rate must be greater than zero. If the receipt currency is the same as the base currency of the login organization unit the system displays the value must be “1”. The system displays “1” (one) by default on launch of the page.

Note: If you want to modify the exchange rate, the value must be within the tolerance limit set for it in the “Exchange Rate” business component.

Receipt Amount	The amount of the receipt (Decimal). Mandatory. The amount entered in this field must be greater than zero.
Bank / Cash #	Use the drop-down list box to select the code identifying the bank and cash accounts. These codes must have been defined in the “Create Bank / Cash Details” activity of the “Bank Cash Definition” business component and must be in the “Active” status. The bank / cash codes created in the login organizational unit will be available for selection in the alphabetical order.

The system displays the following:

Description

The description of the bank / cash code.

Enter the following fields in the “Receipt Information” group box:

Collector #	The code identifying the employee or the name of the employee who has collected the payment (Alphanumeric, 40).
Remitter	The name of the person who has made the payment. (Alphanumeric, 60).
Draft	Check the box to save the receipt in the “Draft” status if you want to add or modify any information in the receipt.

The system displays the following:

Unapplied Amount

The unadjusted receipt amount.

Note: This amount will be displayed only if the received amount is more than the amount to be adjusted.

Enter the following field in the “Receipt Information” group box:

Comments

Any observation to be recorded with respect to the payment received (Alphanumeric, 256).

Enter the following fields in the “Tax Information” group box:

Default Tax Key

Use the drop-down list box to select the default tax key. The system lists all the tax keys of nature “Withholding Tax” for Sales with tax incidence “On Receipt” that are in “Active” status and are “Percentage” based,

Ensure the following:

The Tax Key selected in this field is active as on the Receipt Date.
The Tax key selected in this field is associated with the account code / TCD code mapped to Balance Sheet Account..

By default the system leaves this field blank.

Withholding Tax

The amount of tax that is deducted at source by the customer.

The system displays the following field in the “Tax Information” group box:

Amount Net of Tax

Receipt Amount - Withholding Tax

Enter the following fields in the “Instrument Information” group box:

Note: The instrument information details can be left blank if the “Receipt Route” has been selected as “Cash” or the “Receipt Mode” is “Credit Card”.

Instrument #

The number identifying the instrument, that could be “Check”, “Demand Draft” or “Pay Order” (Alphanumeric, 30).

Note: This field must not be left blank if the receipt route is “Bank” and the receipt mode is “Check”, “Demand Draft” or “Pay Order”.

MICR #	Indicates the Magnetic Instrument Clearing Number available in the check, demand draft or pay order (Alphanumeric, 30).
Instrument Amount	The amount of the instrument (Decimal). This amount must be the same or greater than the receipt amount.
	Press <Enter> key.
	The system calculates and displays the charges as the difference in the instrument amount and the receipt amount.
Instrument Date	The date of the instrument (Date Format). The date must be valid date in an open financial year.

Note: This field must not be left blank if the receipt route is “Bank” and the receipt mode is “Check”, “Demand Draft” or “Pay Order”.

Bank #

The code identifying the bank that has issued the instrument (Alphanumeric, 32).

Note: This field must not be left blank if the receipt route is “Bank” and the receipt mode is “Check”, “Demand Draft” or “Pay Order”.

The system displays the following:

Charges

The charges incurred due to the instrument. This is calculated as follows:

(Receipt Amount – Withholding Tax) – Instrument Amount )

Note: This field will be displayed if the receipt route has been selected as “Bank”.

Enter the following fields in the “Instrument Information” group box:

Cost Center	The number identifying the cost center to which the charges account is mapped (Alphanumeric, 10). This cost center must have been defined in the “Create Cost Center / Unit” activity of the “Cost Center Setup” business component.
	Help facility available
Analysis #	The analysis code to which the charges account is mapped to in the “Create Analysis” activity of the “Account Based Budgeting” business component (Alphanumeric, 5).
	Help facility available
Sub Analysis #	The sub analysis code to which the analysis code has been mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).

Enter the following fields in the “Document Reference” group box to search for the debit documents against which the payment has been received.

Debit Document Type

Use the drop-down list box to select the type of the debit document against which the payment received from the customer must be adjusted. You can select from “Order Invoice”, “Direct Invoice”, “Debit Note”, “Prepayment Invoice”, “Customer Payments” or “Sale Order”. The system displays “Blank” by default on launch of the page.

Note: The document type must be selected as “Sale Order” if the receipt category selected is “Advance” or “Deposit”

Debit Document Currency	Use the drop-down list box to select the currency in which the debit document has been raised. The system lists all the currencies that have been mapped to the company. The system displays “Blank” by default on launch of the page.
Document #	The number identifying the debit document (Alphanumeric, 18).

Note: This field must be left blank if the type of the debit document has been selected as “All” or “Blank”.

Click the “Get” pushbutton to retrieve the debit document details.

Note: If the debit document type has been selected as “Order Based Invoice”, “Direct Invoice” or “Debit Notes”, the system retrieves the documents in the “Posted” or the “Partially Paid” status. If “Prepayment Invoice” or “Payment Voucher” has been selected documents that are in the “Posted” status are retrieved and in the case of “Sale Orders” the system retrieves sale orders that are in the “Authorized” status. If “All” has been selected the system retrieves all the debit documents based on the status mentioned for the individual document types.

The system displays the following in the “Debit Document Information” multiline based on the document reference search entered:

Debit Document Type	Indicates the type of the debit document. It could be “Order Invoice”, “Direct Invoice”, “Debit Note”, “Prepayment Invoice”, “Customer Payments” or “Sale Order”.
Document #	The number identifying the debit document.
Term #	The number identifying the payment due
Due Date	The date on which the payment is due.
Currency	The currency in which the payment is to be made.
Document Amount	The amount of the document.
Outstanding Amount	The outstanding amount after the adjustment of previous payments.

Enter the following field in the “Debit Document Information” multiline:

Adjusted Amount in Receipt Currency

The amount to be adjusted against the debit documents (Decimal). This amount must be entered for the selected debit documents.

Note: The sum total of the values entered in this field must less than or equal to the receipt amount.

Tax Key

Use the drop-down list box to select the tax key. The system lists all the tax keys of nature “Withholding Tax” for Sales with tax incidence “On Receipt” that are in “Active” status and are “Percentage” based,

Ensure the following:

The Tax Key selected in this field is active as on the Receipt Date.
The Tax key selected in this field is associated with the account code / TCD code mapped to Balance Sheet Account..

By default the system leaves this field blank.

Note: You can provide Tax key information only if there is a Withholding Tax applicable on receipt.

WHT Amount	The amount of tax deducted at source by the Customer against the debit document
Net Receipt Amount	Adjustment Amount in Receipt Currency – WHT Amount

The system displays the following:

Exchange Rate	The exchange rate of the currency in which the payment has been received and the one in which the debit document has been raised.
Document Date	The date on which the document was raised.

Check the box in the “Select” column of the multiline to select the debit documents against which the adjustment must be made.
Click the “Compute” pushbutton to retrieve the running balance for the selected debit documents, in the “Total Receipt Amount” field.

The system computes withholding tax amount after applying variant percentage on the Receipt Amount.

Enter the following fields in the “Card Information” group box:

Note: The card information details can be left blank if the “Receipt Route” selected is “Cash” or if the “Receipt Mode” has not been selected as “Credit Card”.

The card information details must not be left blank if receipt mode has been selected as “Credit Card”.

Card #	A unique number identifying the credit card through which the payment has been made (Alphanumeric, 30).
Authorization #	The number identifying the authorization (Alphanumeric, 18).
Issuer	The name of the organization that has issued the credit card (Alphanumeric, 40).

Valid Till

Month

The month till which the credit card is valid (Integer). A valid month must be entered.

Note: You can enter the digits from 1 to 12.

Year #

The year till which the credit card is valid (Integer). The last two digits of a valid year must be entered.

Note: The month and year entered must be the same or later than the month and year on which the receipt is created.

Click the “Create Receipt” pushbutton to create a receipt.

The system generates the receipt number automatically if the numbering type has been set to “Automatic”.

If the check box beside the “Draft” field is checked the status of the receipt is updated as “Draft”. Otherwise, the status of the receipt is updated to “Fresh”.

The Amount Net of Tax is debited in the corresponding bank / cash account taking into account the exchange rate if the currencies are different.

The receipt amount is credited in the corresponding customer account or deposit account or prepayment account.

The difference in the Amount Net of Tax and the instrument amount is saved in the corresponding charges account.

The WHT Amount / Withholding Tax Amount is accounted to the Customer account and TCD Account.

The login ID of the user and the system date is updated in the “Created By” and “Created Date” fields.

Click the “Create and Authorize Receipt” pushbutton to create and authorize a receipt.

The system generates the receipt number automatically if the numbering type has been set to “Automatic”.

The status of the receipt is updated to “Authorized”.

The receipt amount is debited in the corresponding bank / cash account taking into account the exchange rate if the currencies are different.

The receipt amount is credited in the corresponding customer control account or deposit account or prepayment account.

The difference in the receipt amount and the instrument amount will be posted in the corresponding charges account.

The login ID of the user and the system date is updated in the “Created By” and “Created Date” fields.

The system displays the following:

Created By	The login user ID of the person who has created the receipt.
Created Date	The date on which the receipt was created.

To proceed, carry out the following

Select the “Edit Receipt” link at the bottom of the page to modify the receipt details.
Select the “Adjust Receipt” link at the bottom of the page to adjust the receipt against a debit document.
Select the “Accounting Information” link at the bottom of the page to view the accounting information details.
Select the “Attach Notes” link at the bottom of the page to attach notes to the receipt document.

Creating receipts – An overview

You can enter details like the number identifying the receipt if you have opted for a manual numbering type. Otherwise, the system will generate a receipt number based on the numbering type selected or set as default for the receipt. You can also select the books of accounts in which the financial postings have to be made.

Details of the receipt like the customer, from whom the payment has been received, the mode and the method of the payment can also be entered here. You can also enter details like the currency, in which the payment has been received, the exchange rate and the amount received. You can also select the method in which the receipt will be adjusted. You can adjust the receipt with the selected debit document manually or automatically.

Instrument details, bank details, credit card details, the cost center and the analysis, sub analysis codes can also be entered for the receipt. You can carry out a search for retrieving the debit documents using the type of the debit documents, the currency of the document and the number of the document. The system retrieves the document details based on the search criteria entered. You can enter the amount that has to be adjusted against each document. The login user ID and the system date are stored along with the newly created receipt details.

Prerequisites

Mandatory

“Numbering Type” must have been defined in the “Numbering Class” business component.
“Finance Book” must have been defined in the “Organization Setup” business component.
“Currencies” must have been mapped to the “Customer Receivable accounts” defined in the “Account Rule Definition” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“Bank / Cash codes” must have been defined in the “Bank Cash Definition” business component.
“Customer Receipts” must have been set to “Yes” in the “Bank Cash Definition” business component.
“Customer Codes” must have been defined in the “Customer” business component.
“Set Function Defaults” activity must be completed in this business component.

Optional

“Cost Center Applicable” must be set to “Yes” in the “Company Parameter Setup” business component to use the cost center.
“Cost Center” must have been defined in the “Cost Setup” business component.
“Analysis / Subanalysis Codes Applicable” must be set to “Yes” in the “Company Parameter Setup” business component to use the analysis and subanalysis code.
“Analysis Code and Sub Analysis Code” must have been defined in the “Account Based Budgeting” business component.
At least one debit document must have been raised in any one of the business component like “Customer Order Based Invoice”, “Customer Direct Invoice”, “Customer Prepayment Invoice”, “Customer Debit / Credit Note”, “Customer Balance Transfer”.

What you can do in this page

Categorize the payments received from the customer

Select the numbering type for the receipt

Select the type of adjustment

Select different types of debit documents

Retrieve debit documents for adjustment

Save the receipt in the “Draft” status

Categorize the payments received from the customer

You can categorize the payments received from a customer as “Regular”, “Deposits” or “Advance”.

Set the “Receipt Category” field to “Regular” to categorize the receipt as “Regular”.
Set the “Receipt Category” field to “Deposits” to categorize the receipt as a “Deposit”.
Set the “Receipt Category” field to “Advance” to categorize the receipt as an “Advance”.

Select the numbering type for the receipt

You can select the numbering type that is to be followed while generating the receipt if a default numbering type has not been set for this transaction.

Select the numbering type to be followed while generating the receipt number in the “Numbering Type” field.

Select the type of adjustment

The user adjusts payments received from the customer automatically or manually. You can select the method to be followed for the adjustment, if the “Adjustment Type” has been set to “Both” in the “Set Function Defaults” activity of this business component.

Set the “Adjustment” field to “Automatic” for the system to adjust the documents automatically.
Set the “Adjustment” field to “Manual” for adjusting the documents manually in the “Customer Balance Adjustment” business component.

Select different types of debit documents

You can select different types of debit documents against which the payment received can be adjusted if the payment received belongs to the “Regular” category.

Set the “Debit Document Type” field to “Order Invoice” to retrieve the order invoices raised on the customer.
Set the “Debit Document Type” field to ““Direct Invoice” to retrieve the direct invoices raised on the customer.
Set the “Debit Document Type” field to “Debit Note” to retrieve the debit notes raised on the customer.
Set the “Debit Document Type” field to “Prepayment Invoice” to retrieve the prepayment invoices raised on the customer.
Set the “Debit Document Type” field to “Sale Order” to retrieve the sale orders raised on the customer.

Retrieve debit documents for adjustment

You can retrieve debit documents against which the receipt can be adjusted.

Select the type of the debit document in the “Debit Document Type” field.
Select the currency in which the debit document has been raised in the “Debit Document Currency” field.
Enter the document number.
Click the “Get” pushbutton.

The system retrieves the debit documents based on the search criteria entered.

Save the receipt in the “Draft” status

If the receipt details are incomplete, you can save the receipt in the “Draft” status. This receipt can be retrieved later modified and authorized.

Check the box in the “Draft” field to save the receipt in the “Draft” status.