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This page allows you to create a sundry receipt. Tell me more
Select the “Create Receipt” link under the “Sundry Receipt” business component.
The “Create Receipt” page appears.
The system displays the following in the “Voucher Information” group box:
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Status |
The status of the sundry Receipt. A sundry receipt could be accorded any of the following statuses: |
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Enter the following fields in the “Voucher Information” group box:
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Receipt No |
A unique number identifying the sundry 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”.
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Receipt Category |
Use the drop-down list box to select the category to which the sundry receipt belongs. |
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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. The system date will be displayed by default. |
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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 are 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. |
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Numbering Type |
Use the drop-down list box to select the numbering type for the login organization unit and the “Sundry 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 “Numbering Class” business component. |
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Receipt Method |
Use the drop-down list box to select the receipt method that has been defined as a quick code. It could be “Regular” or “Specific Bank”. All the receipt methods that have been defined for the company will be available for selection. |
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Receipt Route |
Use the drop-down list box to select the way in which the payment has been received. You can select from “Bank”, “Cash”, “Credit Card” or “PTT”. The system displays “Bank” by default. |
Note: The route selected must be a valid one for the bank / cash account.
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Receipt Mode |
Use the drop-down list box to select the mode in which the receipt was received. You can select from “Check”, “Demand Draft”, “Pay Order”, “Direct Credit”, “Cash” and “Credit Card”. The system displays “Check” by default. |
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Currency |
Use the drop-down list box to select the code identifying the currency in which the payment has been received. All the currency codes that have been mapped to the company will be available for selection in the ascending order. The system displays the base currency of the login company by default at the launch of the page. |
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Exchange Rate |
The number of units of the base currency with respect to the currency in which the payment has been received, 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 company the system displays “1” (one) by default on launch of the page. |
Note: The modified exchange rate must be within the tolerance defined in the “Exchange Rate” business component.
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Remitter |
The name of the person or organization from whom the payment is received (Alphanumeric, 60). Mandatory. |
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Bank / Cash Code |
Use the drop-down list box to select the code identifying the bank and cash accounts. All the bank codes that have been defined in the “Create Bank / Cash Details” activity of the “Bank / Cash Definition” business component and that have been set to receive sundry receipts will be available for selection in the ascending order. |
The system displays the following in the “Voucher Information” group box:
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Description |
The description of the selected bank / cash code. |
Enter the following fields in the “Voucher Information” group box:
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Receipt Amount |
The amount of the sundry receipt (Decimal). Mandatory. The amount must be greater than zero. |
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Ref. Document No |
The number identifying the reference document based on which the amount is received (Alphanumeric, 18). This document number must be a valid one. |
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Remarks |
Any observations pertaining to the sundry receipt (Alphanumeric, 255). |
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Zoom facility available |
Enter the following fields in the “Instrument Information” group box:
Note: All the fields in this group box can be left blank if “Credit Card” or “Cash” has been selected in the “Receipt Mode” field.
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Instrument No |
The number identifying the instrument (Alphanumeric, 30). |
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MICR No |
Indicates the Magnetic Instrument Clearing Number available on the check, demand draft or pay order (Alphanumeric, 30). |
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Instrument Amount |
The amount of the instrument (Decimal). This amount must be greater than zero. This amount must be greater than or equal to the receipt amount. |
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Instrument Date |
The date on which the instrument was raised (Date Format). |
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Bank Code |
The code identifying the bank that has issued the instrument (Alphanumeric, 32). |
Enter the following in the “Accounting Information” multiline:
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Usage |
A code identifying the usage that has been mapped to the account code in the “Account Rule Definition” business component (Alphanumeric, 20). |
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Help facility available |
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Account Code |
The code identifying the account in which the amount that has been received must be posted (Alphanumeric, 32). |
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Help facility available |
Note: The system retrieves the account code based on the usage entered from the “Account Rule Definition” business component.
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Amount |
The amount that is to be posted in the account (Decimal). The amount entered in this field must be greater than zero. |
Note: An amount must be entered in this field for at least one account code.
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Dr / Cr |
Use the drop-down list box to set whether you want to debit or credit the amount in the selected account. “Dr” or “Cr” must be selected for every row of the multiline in which an amount has been entered for an account code. |
Note: At least one row of the multiline must have the debit flag allowing the bank charges to be debited in the respective account.
The system displays the following in the “Accounting Information” multiline:
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Base Amount |
The amount that is to be posted in the base currency of the company. This amount is calculated as the product of the amount that is to be debited or credited in the account and the exchange rate. If the receipt amount is in the base currency of the company, the same will be displayed here. |
Enter the following in the “Accounting Information” multiline:
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Remarks |
Any observations pertaining to the amount posted in the account (Alphanumeric, 255). |
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Cost Center |
The code identifying the cost center that has been mapped to the relevant account code. The cost center must have been defined in the “Create Cost Center / Unit” activity of the “Cost Setup” business component. |
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Help facility available | |
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Analysis Code |
The analysis code to which the relevant Account Code” is mapped to in the “Assign Analysis Code” activity of the “Account Based Budgeting” business component (Alphanumeric, 5). |
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Help facility available | |
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Sub Analysis Code |
The sub analysis code to which the analysis code is mapped to in the “Assign Sub Analysis Code” activity of the “Account Based Budgeting” business component (Alphanumeric, 5). |
Click the “Compute” pushbutton to calculate the net credit amount.
The system calculates the net credit amount as the difference between the total amounts that have the credit flag and debit flag.
The system displays the following:
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Net Credit Amount |
The total amount that must be credited in the various accounts. This amount must be equal to the receipt amount. |
Enter the following fields in the “Card Information” group box:
Note: All the fields in this group box can be left blank if “Check”, “Demand Draft”, “Pay Order”, “Direct Credit” or “Cash” has been selected in the “Receipt Mode” field.
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Card No |
A unique number identifying the credit card through which the payment has been made (Alphanumeric, 30). |
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Authorization No |
The number identifying the authorization that has been given by the organization that has issued the credit card (Alphanumeric, 18). |
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Issuer |
The name of the organization that has issued the credit card (Alphanumeric, 40). |
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Valid Till Month |
The month till which the credit card is valid (Integer). A valid month must be entered. You can enter digits from 01 to 09. |
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Year |
The year till which the credit card is valid (Integer). The last two digits of a valid year must be entered. |
Note: The credit card must be valid for a date beyond the date on which the receipt is created.
Click the “Create Receipt” pushbutton to create a sundry receipt.
The system generates a unique receipt number if you have opted for the automatic numbering type.
The system updates the login ID of the user and the system date in the “Created By” and “Created Date” fields.
Financial postings
The system saves the receipt amount in the account currency, the base currency and the parallel base currency and debits the “Bank / Cash Account”.
The system debits the “Bank / Cash Account” with the receipt amount in the account currency, the base currency and the parallel base currency of the company.
The system debits or credits the selected account code with the amount in the account currency, the base currency and the parallel base currency of the company.
Click the “Create and Authorize Receipt” pushbutton to create a receipt and authorize it.
The system generates a unique receipt number if you have opted for the automatic numbering type.
The system updates the login ID of the user and the system date in the “Created By” and “Created Date” fields.
Status Updation
The status of the invoice is updated as “Authorized”.
Financial postings
The system saves the receipt amount in the account currency, the base currency and the parallel base currency and debits the “Bank / Cash Account”.
The system debits the “Bank / Cash Account” with the receipt amount in the account currency, the base currency and the parallel base currency of the company.
The system debits or credits the selected account code with the amount in the account currency, the base currency and the parallel base currency of the company.
The system displays the following:
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Created By |
The login ID of the user who has created the sundry receipt. |
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Created Date |
The date on which the sundry receipt is created. |
To proceed, carry out the following
Select the “Remitter Information” link at the bottom of the page to enter the details of the remitter.
Select the “Edit Receipt” link at the bottom of the page to modify the details of the receipt.
Select the “Accounting Information” link at the bottom of the page to view the account posting information.
Creating sundry receipts – An overview
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You can categorize the receipt based on the reason for which it has been created. You can select the finance book in which the financial postings must be made. You can enter a unique number identifying the sundry receipt if you have opted for the “Manual” numbering type. Otherwise, the system generates a unique receipt number. You can also set the method, way and the mode in which the payment has been received. You can enter the name of the person or the organization from which the payment has been received.
You can enter the details of the instrument through which the payment was made. You can also enter the details of the credit card through which the payment was made. Apart from this you can also enter the details of the code identifying the various accounts in which the receipt amount must be debited or credited. If the receipt currency is different from the base currency the system calculates and stores the receipt amount in the base currency and the parallel base currency of the company. You can also enter the details of the cost center, analysis and the sub analysis codes.
This page also allows you to authorize the sundry receipt immediately on creation. The status of the receipt is updated as “Authorized”. The system also stores the login ID of the user and the system date along with the creation details.
Mandatory
“Finance Books” must be defined in the “Organization Setup” business component.
“Currency” must be defined in the “Organization Setup” business component.
“Exchange Rate” must be defined in the “Exchange Rate” business component.
“Numbering Type” must have been defined in the "Numbering Class” business component.
“Sundry Receipts” must be set to “Yes” for the bank usage in the “Bank Cash Definition” business component.
“Set Function Defaults” activity of this business component must be completed.
Optional
“Analysis / Subanalysis Codes Applicable” must be set to “Yes” in the “Company Parameter Setup” business component to use the analysis and subanalysis code.
“Analysis & Sub Analysis Code” must have been created in the “Account Based Budget” business component.
“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.
Set the identifier for the amount
While creating the sundry receipt you can also enter the apportioned receipt amounts that have to be debited or credited in various accounts based on the usage. You can also enter the various account codes. You can calculate the sum total of the receipt amount that has been credited in the various accounts.
Enter the account numbers and the amounts in the “Account Code” and the “Amount” fields.
Click the “Compute” pushbutton.
The system calculates and displays the total sum of the credit amounts in the “Net Credit Amount” field.
Set the identifier for the amount
You can set whether a part of the receipt amount must be debited or credited in the various accounts.
Set the “Dr / Cr” field to “Dr” if you want to debit the amount in the account.
Set the “Dr / Cr” field to “Cr” if you want tot credit the amount in the account.
