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Fastbase Accounting System - Online Manual

Customer Receipt

Document 103311/1

Entered Mon, 26 May 2003 16:33 by
Updated Fri, 15 Jan 2010 15:15

Go to Transactions -> Accounts Receivable - Receipt

When you receive money from customers you need to enter a customer receipt transaction. See General Transaction Notes before reading further.

Enter the account number or customer name to locate the customer.
Once the customer has been selected the current aged balances will be displayed. This information can be useful to check that you have selected the right customer.

Bank Account:
Select the bank account. This should default to your main operating account.

Receipt Date:
Enter the date the money was deposited into the bank account. It is important that the date is entered correctly. Failure to do so can cause problems with the Bank Reconciliation.

Enter the receipt amount (the value actually deposited into the bank).
If your system has a discount option then enter any applicable discount (like a prompt payment discount). See Utilities - Module: Accounts Receivable for details. Refer to the "GL Controls" section.

Drawer Name:
Cheque Bank:
Cheque Branch:
Enter the cheque name and bank details. These details will be recorded against the customer so they will automatically appear next time you enter a receipt.
For cash receipts enter "Cash" in the drawer name.
For direct credits enter "Direct" in the drawer name.

Exchange Rate:
If the customers balance is maintained in a foreign currency you will be required to enter the exchange rate. This will default to the current days rate.

Enter a narration if required. This will appear on enquiry screens and some reports.

Once you are finshed click on "Save".

The next screen that displays is used to specify the aging of the receipt. The aging method will depend on whether the customer is defined as open item or balance forward.

Open Item

The system will display a list of all unpaid invoices. Each invoice has four values displayed:

Invoice Total - The original amount owing against the invoice
Amount Due - The amount currently owing against the invoice, not including any allocations from the receipt that is being maintained
Amount Paid - The amount allocated from the receipt
Balance Owing - The amount that will be left owing on the invoice when the Receipt is saved

Select each invoice manually to enter the amount applied against it. You can click on the "Auto Apply" button to automatically apply the receipt to the oldest invoices.
If you don't have an invoice to apply the receipt to click on the "Unapplied" button. This will create a zero value invoice and apply the receipt to that.
The system will not let you save the receipt until the total receipt has been applied.

Balance Forward

A screen will pop up allowing you to put the amount against the aged balances, ie: current, 30 days, 60 days etc. The amount will automatically be applied to the oldest balances. Edit the figures as required and click on the "Save" button.

Additional Notes

Document 103311/2

Updated Thu, 23 Dec 2004 10:33

How do I refund money to a Customer?

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