Authorizing receipts

This page allows you to authorize the receipts that are in the “Fresh” status. Tell me more.

Select the “Authorize Receipt” link provided in the “Select Receipt” page.

The “Authorize Receipt” page appears.

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

Receipt No	The number identifying the receipt.
Receipt Category	The category to which the receipt belongs. It could be “Regular”, “Deposits” and “Advance”.
	Regular – indicates that the payment has been received in the normal course of business and could be adjusted against a debit document.
	Deposits – indicates that the payment has been received as a security from the customer.
	Advance – indicates that the payment has been received against a sale order raised on the customer.
Status	The status of the receipt. It must be “Fresh”.
	Fresh – indicates that the receipt can be authorized.

Modify the following fields if required in the “Voucher Information” group box:

Receipt Date	The date on which the receipt has been created (Date Format). Mandatory. This date must not be later than the system date. This date must fall within an open financial year.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the posting is made. All the finance books that have been deployed in 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.

Note: If the finance book in which the receipt is to be posted has been inactivated you can reactivate the finance book or select a new finance book.

Modify the following fields if required in the “Receipt Information” group box:

Customer Code	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.
	Press <Enter> key.
	The system retrieves the name of the customer based on the code entered.
	Help facility available

The system displays the following:

Customer Name	The name of the customer.
Receipt Route	The way in which the payment has been received from the customer. It could be “Bank”, “Cash” or “PTT”.

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

Modify the following fields in the “Receipt Information” group box if required:

Receipt Mode

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

Note: “Check”, “Demand Draft”, “Pay Order” or “Credit Card” 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 made. 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 will be available for selection in the ascending order. The base currency of the login organization unit will be displayed by default 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 as “1”.

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 must be greater than zero.
Bank / Cash Code	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.

Note: The currency of the bank / cash code must be the same as the receipt currency.

The system displays the following:

Description

The description of the bank / cash code.

Modify the following fields if required in the “Receipt Information” group box:

Collector Code	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 remitted the payment in the bank (Alphanumeric, 60).

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.

Modify the following fields if required 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

Modify the following fields if required 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 No

The number identifying the instrument (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 No	Indicates the Magnetic Instrument Clearing Number present on the check, demand draft or pay order (Alphanumeric, 30).
Instrument Amount	The amount of the instrument (Decimal).
	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 Code

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. This is calculated as the difference in the instrument amount and the receipt amount.

Note: This field will be displayed if the receipt route is bank.

Modify the following fields if required 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 Setup” business component.
	Help facility available
Analysis Code	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 Code	The sub analysis code to which the charges account is mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).

Enter the following fields in the “Document Reference” group box to search for debit documents against which the adjustments can be made.

Note: This search facility allows you to add more debit documents to the list that has been created earlier.

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”, “Transfer Debit Notes” or “Sale Order”.

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 code identifying the currency in which the debit document has been raised. All the currencies that have been mapped to the company will be available for selection in the ascending order.
Document No	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 search criteria 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 No	The number identifying the document.
Term No	The number identifying the pay schedule.
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 due after the adjustment of previous payments.

Modify the following field if required 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 be 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 n 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 number of units of the base currency with respect to the transaction currency if they are different.
Document Date	The date on which the debit 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
Modify the following fields if required 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 No	A unique number identifying the credit card (Alphanumeric, 30).
Authorization No	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.
Year	The year till which the credit card is valid (Integer). The last two digits of a valid year must be entered.

Click the “Edit Receipt” pushbutton to save the modifications made.

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

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

The Amount Net of Tax is credited in the corresponding customer control account or deposit account or prepayment account.

The difference in the Amount Net of Tax amount 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 or the user and the system date are updated in the “Last Modified By” and “Last Modified Date” fields.

Note: You can authorize a receipt in the “Fresh” status only.

Click the “Edit and Authorize Receipt” pushbutton to modify and authorize the receipt.

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

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

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

The Amount Net of Tax is debited or credited in the corresponding customer control account or deposit account or prepayment account.

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

The login ID of the user and the system date are updated in the “Last Modified By” and “Last Modified Date” fields.

Click the “Return Receipt” pushbutton to return the receipt.

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

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

The system stores the login ID of the user and the system date along with the modified details.

The system displays the following:

Created By	The login ID of the user who has created the receipt.
Created Date	The date on which the receipt was created.
Last Modified By	The login ID of the user who has last modified the receipt.
Last Modified Date	The date on which the receipt was last modified.

To proceed, carry out the following

Select the “Accounting Information” link at the bottom of the page to view the accounting information details of the receipt.

Authorizing receipts – An overview

The status of the receipt after authorization is updated to “Authorized” and entries are posted in the selected books of account. Before authorization you can modify the receipt details if required. You can modify details like the date on which the receipt was made and the code identifying the finance book in which the receipt details have to be posted. You can also modify the receipt information pertaining to the customer, the mode and method in which the payment was made. You can also modify the instrument information and credit card details if the payment has been received through a check, demand draft, pay order or credit card.

This page also allows you to carry out a search based on the type of the debit document, the currency of the document and the number identifying the document to retrieve debit documents against which the receipt payment can be adjusted.

You can also return the receipt to the user who has raised the receipt. The status of the receipt is updated to “Returned”.

The system stores the login ID of the user and the system date along with the authorized or returned details of the receipt.

What you can do in this page

Select the book in which the account postings can be made

Change the type of adjustment

Select different types of debit documents

Retrieve debit documents for adjustment

Select the book in which the account postings can be made

Payments received from the customer are posted in the finance books after authorization. If you want to change the finance book, you can do so if the “Allow Multiple Finance Book Postings” has been set to “Yes” in the “Set Function Defaults” activity of this business component.

Select a new book in the “Finance Book” field.

Change the type of adjustment

The user adjusts payments received from the customer automatically or manually. You can change 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” to change the adjustment method from “Manual” to “Automatic”.
Set the “Adjustment” field to “Manual” to change the adjustment method from “Automatic” to “Manual”.

Select different types of debit documents

You can select different types of debit documents to be added to the existing list of documents against which the payment received must be adjusted.

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 “Sale Order” to retrieve the sale orders raised on the customer.

Retrieve debit documents for adjustment

You can retrieve debit documents and add it to the existing list against which the adjustments can be made.

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.