Debtor Receipts

From aeonscope

Debtor Receipts are used to record payments made by customers/Debtors. Debtors receipts allows you to print Receipts to acknowledge payments, and records the amounts paid against specific Invoices. Debtor receipts also interfaces directly with the General Ledger modules.

Contents 1 Working with Debtor Receipts 2 Finding an Existing Receipt 2.1 By Receipt Number 2.2 By Debtor 3 Creating a New Receipt 3.1 Payment Details 3.1.1 For a Cheque payment 3.1.2 For a Cash payment 3.1.3 For a Direct Deposit payment 3.1.4 Totals 3.2 Allocations 3.2.1 Using the Debtor Receipt Allocation button 3.2.2 Using the Debtor Outstanding Invoices button 4 Unpaid Invoice Report 5 Debtor Receipt Report

Working with Debtor Receipts

Open the Debtor Receipts window from the aeonscope icon in the taskbar. Select Debtors → Receipts.

Finding an Existing Receipt

To locate an existing receipt you will need to know either the receipt number or the name of the Debtor.

By Receipt Number

If you know the reciept number type it into the Receipt # field and then click the Tab button on the keyboard. The Debtor and Debtor Name fields will be completed automatically. You can now use the View or Edit buttons to view or edit the receipt.

By Debtor

If the reciept number is unknown, enter the Debtor code in the Debtor Code field and press the Tab key on the Keyboard. If you are unsure of the Debtor code use the Search/Lookup button. For more information on using the Lookup windows please refer to Searching/Lookups

Click on the Search/Lookup button next to the Receipt # field. This will open the Debtor Receipt Lookup window. The Debtor code will be entered in the Debtor Code feild. Click on the button to begin searching for receipts for this debtor.

You may wish to narrow the results of the Lookup if this is a debtor you deal with regularly. You may narrow the results according to the bank the payment was made to using the Bank drop-down window, or using a date range in the Date Banked field. The results of the search will be listed in the lower half of this window. Double click on the reciept you wish to view or edit. This will return you to the Debtor Receipts window with all the feilds completed. Click on the View or Edit buttons to view or edit the receipt.

Creating a New Receipt

To record the payment of an Invoice and generate a receipt for the payment enter the Debtor code in the Debtor Code field of the Debtor Receipts window and press the Tab key on the Keyboard. If you are unsure of the Debtor code use the Search/Lookup button. For more information on using the Lookup windows please refer to Searching/Lookups Click on the New button. This will open the Debtor Receipts <INSERT> window.

• The Receipt # will be generated after all the details have been completed and the OK button has been pressed. Until then it will read New Debtor Receipt
• The Debtor specified in the Debtor Receipts window will be automatically specified in the Debtor field. To change the Debtor type their Debtor COde into the Debtor Feild, or usse the Search/Lookup button located to the right of the Debtor field.
• Select the bank you wish to deposit the payment into from the Bank Account drop down list.
• Date Banked will default to todays date, but can be changed if necessary.
• The GL Period should match the month in the Date Banked field.

Payment Details

In the Received section of this window the details of the payment are recorded.

For a Cheque payment

Click on the button next to Cheques. This will open a cheque entry window. Enter the name of the Bank issuing the cheque into the Bank field, the Bank Branch into the Branch field, the Cheque number written on the cheque into the Cheque Number field and the total amount of the cheque into the Amount field.

Click OK to enter the cheque details and return to the Debtor Receipt <Insert> window.

For a Cash payment

Enter the total amount of cash received into the Cash field.

For a Direct Deposit payment

Enter the total amount received via Direct Deposit into the Direct Deposit field.

Totals

The total amount received from this Debtor in the form of Cash, Cheques and Direct deposit will be listed in the Total Received field.

Allocations

The Allocations section allows you to select the Invoices to credit the payments towards. There are several ways to allocate funds.

• The button can be used if you know the invoice number to apply the payment towards. A lookup is available if you don't have an Invoice number.
• The button will bring up a list of all unpaid Invoices. This is particularly time-saving if you don't know the Invoice numbers to allocate payments towards, or if you wish to allocate payments to several invoices at once.
• The button allows you to edit any of the Payment Allocations
• The button will remove an Alloction from the list.
• The button will display a list of any unallocated credit notes you may have issued to the Debtor.

Using the Debtor Receipt Allocation button

Click on the button next to Allocations. This will open a Debtor Receipt Allocation Entry window.

. The details of each Invoice need to be entered individually.

1. If you know the Invoice number to credit the payment towards enter it into the Invoice field. To see a list of all open Invoices click on the Search/Invoice button next to the Invoice field.
   
   Select the invoice from the list and click the OK button.
2. The total owing from the selected Invoice will be listed in the Invoice Amt field. By default the amount listed in the Amount field will be the total amount owing for the Invoice. If you are not receiving the full amount for the Invoice change this amount to reflect the amount received.
3. Enter a description for the payment and click OK to return to the Debtor Receipts <Insert> window

In the example above note that there is an Unallocated amount. This indicated that we have received more funds from the Debtor than we have allocated to Invoices. Continue using the Allocations area to add funds to various Invoices until the Total Allocated field matched the Total Received.

Using the Debtor Outstanding Invoices button

This option is a particularly useful shortcut if you are receiving the total amount of an Invoice or Invoices.

Click on the button next to Allocations. This will open the Debtor Outstanding Invoices window.

Check the boxes next to the Invoice(s) to make payments towards. The amount in the Total Allocated field will display the total amount of all selected Invoices. Click Ok to add the Allocations and return to the Debtor Receipts <Insert> window.

Unpaid Invoice Report

The button in the Debtor Receipts window will launch the Outstanding Invoice Lookup. You can search for unpaid invoices by Debtor, by Date Invoiced or Date Due.

• To search for unpaid invoices to a specific Debtor enter the Debtor Code in the Debtor field, or use the Search/Lookup button to browse for the Debtor code. Clicking the Search button will display a list of all unpaid invoices for this Debtor. You may wish to narrow the results by Date using the Date fields. PLease read on for further information.
• To search for unpaid invoices created over in a specific period of time, enter that date range you wish to search for in the Date Invoiced field. Clicking the Search button will display a list of all unpaid invoices for this period.
• To search for all the unpaid invoices with due dates in a specific period of time, enter that date range you wish to search for in the Date Due field. Clicking the Search button will display a list of all unpaid invoices for this period.

Double clicking on any of the search results will return you to the Debtor Receipts window with the Debtor details entered in the relevant fields.

Debtor Receipt Report

The button in the Debtor Receipts window will launch the Debtor Receipt Report window. . This reporting tool will create a summary of all the Payments made on the date specified in the Date field. Clicking on the Preview button will generate the report.The report can be printed by clicking on the button.