Manual
Customer payments
A customer’s invoice stays Open on Customer Ledger Entries until payments settle it. A payment is posted into a bank account and applied to the invoices it pays, which closes them (or lowers their Remaining Amount, for part of one).
Cash Receipts
Cash Receipts (under Sales Processing) is a worksheet of payments received from customers, one line each, in the batch chosen above the lines.
| Field | What it is for |
|---|---|
| Customer No | Who paid. |
| Receipt Date | The date it is posted on. |
| Receipt No | Its number, from Cash Receipt Nos on Sales Receivables Setup (RCT… at the bakery). |
| Bank Account No | The bank account (or till) the money went into. |
| Currency | The payment’s currency; a payment in another currency posts at its date’s exchange rate. |
| Amount, Amount UGX | What was paid, and its value in local currency. |
| Description, Payment Reference | What it is for, and the bank slip or mobile money reference. |
| Applies To, Applied | The invoices it is applied to. |
To record a payment:
- Fill in the customer, the date and the bank account.
- Choose Apply Entries. The customer’s open entries are listed with their Due Date, Orig. Amt and Remaining Amt. On each invoice the payment settles, choose Set Applies-to ID: its Amt. To Apply becomes what remains of it, which you can lower for a part payment. The receipt’s Amount becomes the total applied.
- Choose Print for the receipt (marked DRAFT until posted), and Post.
Posting debits the bank account and credits the customer, and the invoices it was applied to close. The receipt moves to Posted Cash Receipts, where Print prints it with the invoices it paid. Delete Receipt takes a posted receipt back with all its entries, opening its invoices again, unless its bank entry is on a bank reconciliation.
At Passion Bakery, the shop’s takings are invoiced each evening to Walk-in Customers and received at once into the SHOP-TILL bank account; on Saturdays a general journal moves them from the till to STANBIC.
Receipts on an order or invoice
A sales order or invoice can take its payments itself. Its Navigate group has Receipts, a list of payments for that document, each with its Bank Account No, Amount, Currency, Description and External Document No. Post posts a receipt; it is numbered RCT- and the invoice’s posted number, and can’t be changed afterwards. Posted Receipts lists those posted, and the card’s Receipts group shows Tot. Posted Receipt Amount.
A document whose customer is Cash On Delivery can only be posted once its posted receipts cover its total. A document with receipts not yet posted can’t be posted until they are posted or deleted.
Cash Refunds
Cash Refunds pays money back to a customer, for a credit memo or an overpayment. Its lines are like a cash receipt’s (Customer No., Refund Date, Refund No., Bank Account No., Amount). Apply Entries marks the credits it pays back, Refund Voucher prints it, and Post credits the bank and debits the customer. Posted refunds are on Posted Cash Refunds.
Cash Receipt Journal
The Cash Receipt Journal (under Journals) records money received into a bank account as journal lines: from a customer, or straight from a G/L account, such as interest or a grant. A new line is a customer’s payment into the bank, unless the batch’s last line was something else. It has Apply Entries, Print Voucher, Post and Post Batch, and works as the general journal does.
Applying and unapplying posted entries
A payment posted without being applied (on account) stays open as a credit. To apply it later:
- On Customer Ledger Entries, choose the payment and Apply Entries.
- On Apply Posted Customer Entries, choose Set Applies-to ID on each invoice it pays.
- Choose Post Application (it has a preview). The entries are applied on the latest of their posting dates.
Unapply Entries takes an entry’s applications back, the latest first: the entries it was applied to open again. Use it when a payment was applied to the wrong invoice, then apply it again.
When a payment in another currency settles an invoice posted at a different exchange rate, the difference is posted as a realized gain or loss, to the accounts on the currency’s Currency Card. Unapplying takes it back.