Creating receipts

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

Select the “Create Receipt” activity under the “Supplier 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 “Numbering Class” business component.

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

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.
	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 “Supplier Receipt” (RSRC) 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:

Supplier #

The code identifying the supplier (Alphanumeric, 16). Mandatory. The supplier code must have been defined in the “Create Supplier” activity of the “Supplier” business component.

Help facility available.

Press <Enter> key

The system retrieves the name of the supplier based on the code entered

The system displays the following:

Supplier Name

The name of the supplier.

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

Receipt Method	Use the drop-down list box to select the method in which the payment has been received from the supplier. You can select from “Regular” or “Specific Bank”.
Receipt Route	Use the drop-down list box to select the route in which the payment has been received from the supplier. You can select from “Bank” or “Cash”.

Receipt Mode

Use the drop-down list box to select the mode in which the payment was received from the supplier. You can select from “Check”, “Demand Draft”, “Direct Credit” or “Cash”.

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

“Check” and “Others can be selected if the “Receipt Method” has been selected as “Regular”.

“Cash” can be selected if the “Receipt Route” has been selected as “Cash” and the “Receipt Method” has been selected as “Regular”.

Bank / Cash #

Use the drop-down list box to select the code identifying the bank and cash accounts. The system lists all the active codes defined in the “Create Bank / Cash Details” activity of the “Bank Cash Definition” business component. The bank / cash codes mapped to the login organizational unit will be available for selection in the alphabetical order.

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

Description

The description of the bank / cash code.

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

Currency

Use the drop-down list box to select the code identifying the currency in which the payment has been received. All the currencies that have been mapped to the “Supplier Payables Account” in the “Create Payables 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 at the launch of the page if it is one of the currencies mapped.

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 value must be “1”. The system displays “1” (one) by default on launch of the page.

Note: In case 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.
Apply	Use the drop-down list box to set whether the receipt is available for adjustment. You can select from “Yes” or “No”.
	Yes – Indicates that the receipt is available for adjustment.
	No – Indicates that the receipt is not available for adjustment.
Remarks	Any observation to be recorded with respect to the payment received (Alphanumeric, 256). Zoom facility available.

Enter the following information 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” or “Demand Draft” (Alphanumeric, 30).

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

MICR #	Indicates the Magnetic Instrument Clearing Number available in the check or demand draft (Alphanumeric, 30).
Instrument Amount	The amount of the instrument (Decimal). This amount must be the same or greater than 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” or “Demand Draft”.

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” or “Demand Draft”.

The system displays the following:

Charges

The charges incurred due to the instrument. This is calculated as the difference in the instrument amount and the receipt 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:

Reference #	The reference number of the instrument.
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 Budget” 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 Budget” business component (Alphanumeric, 5).

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

The status of the receipt is updated to “Fresh” or “Draft” as the case may be. The system generates the receipt number automatically if the numbering type has been set to “Automatic”. The receipt amount is debited in the corresponding bank / cash account taking into account the exchange rate in case the currencies are different. The difference in the receipt amount and the instrument amount is saved 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.

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

The status of the receipt is updated to “Authorized”. The receipt amount is debited in the corresponding bank / cash account taking into consideration the exchange if the currencies are different. The difference in the receipt amount and the instrument amount is saved in the corresponding charges account. The login ID or the user and the system date are updated in the “Created By” and “Created Date” fields.

Click the "Print" pushbutton to print the receipt.

The system displays the following:

Created By	The login user ID of the user who 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 “Accounting Information” link at the bottom of the page to view the accounting information details.

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 generates 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 supplier, supplier name, the method, the route and the mode 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 receipt amount. You can also pick up the receipt for any adjustments.

Instrument details, bank details, the cost center and the analysis, sub-analysis codes can also be entered for the receipt. You can edit the receipt if there are any modifications to be made to the receipt after creating it. 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 “Document Numbering Class” business component.
“Finance Book” must have been defined in the “Organization Setup” business component.
“Supplier Codes” must have been defined in the “Supplier” business component.
“Currencies” must have been mapped to the “Supplier Payable 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.
“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 / Sub-analysis Codes Applicable” must be set to “Yes” in the “Company Parameter Setup” business component to use the analysis and sub-analysis code.
“Analysis Code" and "Sub-Analysis Code” must have been defined in the “Account Based Budget” business component.