There are a number of features that can be used in receipting which are outside standard receipting functions.

 

These are:

1. Account for both Issue Cash and Bank Fee Receipts within the same transaction.
2. Receipting Unallocated Cash and apply it to an invoice at a later date.
3. Allocate Unallocated Cash.
4. Applying Unallocated Cash - Original Receipt in Closed Period..
5. Applying Unallocated Cash - Original receipt in open period..
6. Receipt Currency Different to Invoice Currency.

This function enables bank or transaction fees to be accounted for when receipting an invoice. The process is triggered by clicking the Add Fees button in the Receipt Bank Fees section. Two receipts will be issued - one for each part of the transaction.

Issuing Cash and Bank Fee Receipts

1. Complete the receipt header as per a normal receipt and enter the full amount received i.e. $517.00.

   

2. When the Receipt Details have been completed, click Add Fee.

   

3. Select the correct Receipt Type for the bank fees from the drop-down, and enter the Fee Amount ($15.00).

   

4. Click OK to keep the changes and save or update the entry.

   

5. Review the details on the Create Transaction screen.

   

6. Click OK to keep the changes and save or update the entry.

   

7. Click Exit to discard any changes.

   

8. As per standard receipting, the Receipt Line screen will display to search for the invoice that will be receipted. Enter the reference (invoice number) and click OK, or use the search icon to find the transaction.

   

9. When using the search icon, the Select Invoices screen will display. Use filters on the Selection tab to filter results displayed on the Results tab and select the invoice that the receipts are to be applied against.

   

   NOTE: The Invoice Details section of the screen shows the Invoice and Outstanding Amount as $517.00
10. Override the receipt total in the This Receipt field less the bank fee amount. The Unallocated Amount of $15.00 will appear after entering the receipt amount.
11. Click OK to keep the changes and save or update the entry.

    

12. Click Exit to discard any changes.

    

13. The Insert Receipt screen displays and the transaction line can be clicked and edited if required.

    

14. Click Save to keep the changes.

    

15. Click Exit to discard any changes.

    

16. The Unallocated Cash overlay will display. Select the Unallocate Cash option.

17. You will be prompted to output a receipt document. Click OK to generate the receipt or Exit to cancel.

18. The Receipt Line screen will open to search for the invoice against which to apply the bank fee charge of $15.00. Select the same invoice number as before showing the $15.00 as an unallocated amount.

19. The Invoice Details section of the screen shows the Invoice Amount as the original $517.00, the Outstanding Amount as $15.00 and this Receipt amount as $15.00.

    

20. Click OK to keep the changes and save or update the entry.

    

21. Click Exit to discard any changes.

    

22. The Insert Receipt screen will open.

    

23. Click Save to keep the changes.

    

24. Click Exit to discard any changes.

    

25. You will be prompted to output a receipt document. Click OK to generate the receipt or Exit to cancel.

 

The Unallocated Cash function allows cash to be receipted without applying it to an invoice. This may appear to contradict the statements made previously that as an open item system, credits and receipts must be applied to an invoice transaction.

Debtors cash is able to be receipted where (e.g.) the apply invoice is unknown, or where a Tour Operator may receive cash in advance of bookings being made. When a receipt is posted to Unallocated Cash, the standard General Ledger postings for cash receipts are overridden.

In a normal cash receipt transaction, the following General Ledger postings are made:

• Credit Debtors Control.
• Debit Debtors Bank Account.

In the absence of an invoice to apply the payment against, the system does not know which (in the case of a system with multiple debtor control accounts) debtors control account to credit. A special Unallocated Cash Account must be created in the General Ledger and noted in the GL INI setting GL_ARUNALLOCATEDCASH. This account is used instead of the debtors control account. The General Ledger postings made when the Unallocated portion of the receipt is issued becomes:

• Credit Debtors Unallocated Cash.
• Debit Debtors Bank Account.

When the Unallocated Cash is applied to an invoice, the following posting occurs:

• Credit Debtors Control.
• Debit Debtors Unallocated Cash.

There are two major parts to the Unallocated Cash function:

• Receipt the cash to Unallocated.
• When known, allocate the cash to the invoice(s).

NOTE: The Unallocated Cash dialogue will display during the debtors receipting process at any time that the receipt is saved and there is a positive amount difference between the amount entered in the "Receipted Amount" field in the Receipt Header and the amount that has already been allocated to the receipt - e.g., 5,000.00 entered as the Receipted Amount in the header and 500.00 allocated. In this instance, the system would want to post the balance (4500.00) to Unallocated Cash.

There are two choices on the Unallocated Cash dialogue:

• Adjust Receipt Total.
• Unallocate Cash.

By default, when the Unallocated Cash receipting dialogue displays "Adjust Receipt Total" is selected.

Adjust Receipt Total

This dialogue button allows for the circumstance when an incorrect amount has been entered either a) in the Receipted Amount field in the receipt header or b) as the amount allocated in the receipt.

1. If the amount allocated in the receipt header is incorrect and the amount allocated in the receipt line(s) is correct:
   1. Click OK and the receipt header amount will automatically be adjusted to match the amount allocated.

      

2. If the amount allocated in the receipt line(s) is incorrect
   1. Click Exit on the Unallocated Cash dialogue.

      

   2. The Insert receipt screen will re-display and the receipt transaction line(s) can be selected and the receipt amount adjusted.
3. If there is an allocated cash amount and the receipt header amount is incorrect, the receipt needs to be abandoned
   1. Click Exit on the Unallocated Cash dialogue.

      

   2. Click Exit on the Insert Receipt screen.

      

Posting Receipt Balance to Unallocated Cash

1. If the residual amount is to be posted to Unallocated Cash, select 'Unallocate Cash' and then click OK.

   

2. Once clicked and the residual amount is posted to Unallocated Cash the Output Document screen will display allowing for the receipt to be printed (if required).

3. The process is the same for applying the full amount received to Unallocated Cash. When the Receipt Line screen displays for the Invoice that the receipt is to be applied to.

4. Click Exit and the Insert Receipt screen will display allowing the receipt to be saved.

   

5. The Unallocated Cash Dialogue will display.
6. Select Unallocate Cash and then click OK.

   

 

Allocating Unallocated Cash

This transaction type enables previously received, but unallocated cash to be applied against an invoice.

1. Click Insert to add a new entry.

   

2. Select Allocate Cash.

   

   NOTE: Under Create Transaction, the Allocate Cash option will only display if the debtor has an Unallocated Cash balance amount available to allocate.

3. When Allocate Cash is selected from the Create Transaction screen, any existing unallocated receipt(s) are displayed.

   

4. To allocate cash, click on the receipt in the scroll that is to be applied to invoice(s). Although not visible, the receipt details will populate the Transaction Header area of the screen.

   The standard Receipt Line screen will display, allowing the entry of an invoice number or commence a search for valid invoices.

   NOTE: It is possible to apply any unallocated amount to an invoice that is in a different currency to the receipt. This is discussed under Receipt Currency Different to Invoice Currency

   Regardless of the date that the receipt allocation is being done, the same date and exchange rate used when the cash was originally receipted as Unallocated is always used. This is because the date and exchange rate in the original Unallocated Receipt were what was used to update the bank account. The date and exchange rate can not be altered.

   There are two possible scenarios when allocating unallocated cash:

   • The Unallocated Receipt to be allocated is in an open accounting period. (See Receipting Options).
   • The Unallocated Receipt to be allocated is in a closed accounting period. (See Receipting Options).

   Although processing the allocation of cash is the same in both cases, slightly different screen layouts can be presented.

Applying Unallocated Cash - Original receipt in open period.

1. Click OK to keep the changes and save or update the entry.

   

2. Click Exit to discard any changes.

   

3. When OK is clicked, the Allocate Cash Screen displays.

   

4. Clicking the Receipt Line(s) will allow amounts to be edited.

   

5. Clicking Insert will re-display the Receipt Line screen which will allow further invoices to be selected.

   

6. Click Save to keep the changes.

   

7. Click Exit to discard any changes.

   

Applying Unallocated Cash - Original Receipt in Closed Period.

When Allocate Cash is selected from the Create Transaction screen, any existing unallocated receipt(s) are displayed.

1. To allocate cash, click on the receipt in the scroll that is to be applied to invoice(s). Although not visible, the receipt details will populate the Transaction Header area of the screen.

   The standard Receipt Line screen will display, allowing the entry of an invoice number or commence a search for valid invoices.

   NOTE: It is possible to apply any unallocated amount to an invoice that is in a different currency to the receipt. This is discussed under Receipt Currency Different to Invoice Currency.

   Regardless of the date that the receipt allocation is being done, the same date and exchange rate used when the cash was originally receipted as Unallocated is always used. This is because the date and exchange rate in the original Unallocated Receipt were what was used to update the bank account. The date and exchange rate can not be altered.
2. In this example, the Unallocated Receipt to be allocated is in a closed accounting period.

   The invoice search has located one Invoice in the same currency as the Receipt (USD).

   

3. Click OK to keep the changes and save or update the entry.

   

4. Click Exit to discard any changes.

   

5. When OK is clicked, the Allocate Cash Screen displays.

   

6. Clicking the Receipt Line(s) will allow amounts to be edited.

   

7. Clicking Insert will re-display the Receipt Line screen which will allow further invoices to be selected.

   

8. Click Save to keep the changes.

   

9. Click Exit to discard any changes.

   

This feature allows cash received in one currency to be applied to an invoice in a different currency.

 

Receipt Currency Different to Invoice Currency

The Receipt Header screen is completed in the same way as a standard receipt.

Ensure that:

• The correct transaction currency is chosen, and

• The correct exchange rate is entered.

NOTE: The exchange rate can be edited in another screen prior to save.

1. The exchange rate originally displayed is from the Tourplan currency rate table and is calculated as at receipt date. The rate can be edited in this screen. USD $2085.58 has been entered as the Receipted Amount and the exchange rate altered to reflect the rate obtained when the cash was banked.
2. Click OK to keep the changes and save or update the entry.

   

3. Click Exit to discard any changes.

   

4. Of the two invoices that were found,invoice 20792 has been selected. This Receipt (NZD), Exchange Rate and This Receipt (USD) fields can be edited.

   

   NOTE: Changing any one of these three fields will automatically update the others - for example updating the exchange rate will update the; This Receipt (NZD) field.

   The Unallocated Amount of 0.15 is the result of the exchange rate being to 8 decimal places. The rate could be adjusted to make the Unallocated Amount 0.00, but on save, the check box to adjust the receipt total can be checked to achieve the same objective.
5. Click OK to keep the changes and save or update the entry.

   

6. Click Exit to discard any changes.

   

7. Check the Receipt line.

   

8. Click Save to keep the changes.

   

9. Click Exit to discard any changes.

   

10. Clicking the transaction line in the receipt will open the Receipt Line screen which allows the receipt values to be edited.

    

11. When the values are correct in the Insert Receipt screen.

12. Click Save to keep the changes.

    

13. Click Exit to discard any changes.

    

14. When the Save is complete and an Unallocated balance is detected, the Unallocated Cash dialogue displays. In this instance selecting Adjust Receipt Total and then Ok will set the Receipted Amount which was originally entered in the Receipt Header as USD 2085.58, to match the actual Receipted Amount of USD 2085.43.

    

15. The correct exchange rate is entered.