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.
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 and 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 to be made. All the finance books that have been mapped in the login organization unit will be available for selection in the ascending order if postings can be made in multiple finance books (set in function defaults). In case postings can be made only in a finance book the book that has been set as default will be displayed.

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

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

Supplier Code	The code identifying the supplier.
Supplier Name	The name identifying the supplier.

Note: The system retrieves the name of the supplier based on the code entered.

Modify the following fields if required 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 way in which the payment has been received from the supplier. You can select from “Bank” or “Cash”. The system displays “All” by default at the launch of the page.
Receipt Mode	Use the drop-down list box to select the mode in which the receipt was received from the supplier. You can select from “Check”, “Demand Draft”, “Direct Credit”, “Cash” and “Credit Card”.

Note: “Check”, “Demand Draft”, 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”.

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 “Active” status. The bank / cash codes mapped to 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 or it could be in the base currency of the company.

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:

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 Supplier 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 in case 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. In case the receipt currency is the same as the base currency of the login organization unit the system displays “1”.

Note: In case you want to modify the retrieved 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.
Apply	Use the drop-down list 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).

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” or “Demand Draft”.

MICR No	Indicates the Magnetic Instrument Clearing Number available on 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.
	Press <Enter> key.
	The system calculates and displays the charges as the difference in the instrument amount and the receipt amount.

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

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 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” or “Demand Draft”.

Charges

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

The system displays the following:

Instrument Status	The status of the instrument – it could be “Realized”, “Bounced” and “All”.
	Realized – indicates that the instrument has been cleared.
	Bounced – indicates that the instrument has been bounced due to insufficient funds.

Note: The status of the instrument is taken from the “Realize Receipt” component. This component holds all the details pertaining to the instrument.

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

Reference No	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 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 Budget” 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 Budget” business component (Alphanumeric, 5).

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

All the modifications are made in their corresponding fields. 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 “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 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 “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 stores the login ID of the user and the system date along with the modified details.

Click the “Print” pushbutton to print the receipt.

The system displays the following:

Created By	The login ID of the user who 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 supplier, the method, route and mode in which the payment was made. You can also modify the instrument information in case the payment has been received through a check, demand draft or credit card.

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.