Creating receipts

This page allows you to create a receipt for the payment received from a customer. Tell me more.

Select the “Create Receipt” link under the “Customer Receipts” business component.

The “Create Receipt” page appears.

The system displays the following:

Workflow Status

The status of the document as per Workflow Applicability.

Enter the following fields in the “Voucher Information” group box:

Receipt No.

A unique number identifying the 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 “Document Numbering Class” business component.

Note: This field must not be left blank if the numbering type has been selected as “Manual”.

Receipt Category	Use the drop-down list box to select the category to which the receipt belongs from “Regular”, “Deposits” and “Advance”.
	Regular – indicates that the payment has been received for adjustment against a debit document.
	Deposits – indicates that the payment has been received as a security from the customer for the goods taken.
	Advance – indicates that the payment has been received based on the invoice to be raised on the customer.
	The system displays “Regular” by default. UI facility available.

Note: You can select the receipt category as “Deposits” or “Advance” if the type of the debit document has been selected as “Sale Order”.

The system displays the following:

Status	The status of the receipt. It could be “Draft”, “Fresh” or “Authorized”.
	Draft – indicates a newly created receipt. You cannot authorize a receipt in this status. The status has to be changed to “Fresh” using the “Edit Receipt” activity.
	Fresh – indicates that the receipt can be authorized.
	Authorized – indicates that the receipt has been authorized and postings have been made in the corresponding books of accounts.

Note: If a receipt has been authorised with instrument date greater than the system date, the receipt will be created in Fresh status and postings to books of account will happen on processing the receipt in 'Process Post Dated Receipts' activity

Enter the following fields in the “Voucher Information” group box:

Receipt Date	The date on which the receipt is 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 on launch of the page.
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 have been mapped to the login organization unit will be available for selection in the ascending order.
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Customer 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 “Document Numbering Class” business component.

Enter the following fields in the “Receipt Information” group box:

Customer Code	The code identifying the customer (Alphanumeric, 16). Mandatory. The customer code must have been defined in the “Create Customer” activity of the “Customer” business component.
	Press <Enter> key.
	The system retrieves the name of the customer based on the code entered and the code identifying the currencies that have been mapped to the “Customer Receivables Account” in the “Currency” field.
	Help facility available

Note: You can either enter the customer code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar customer codes and names from which you can select the required customer code.

The system displays the following:

Customer Name

The name of the customer.

Enter the following fields in the “Receipt Information” group box:

Customer Account Code	The Customer Control Account code to which the postings should happen.
	Help facility available.
	UI facility available.

The system displays the following:

Account Description

The description of the Customer Account Code.

Enter the following fields in the “Receipt Information” group box:

Receipt Route

Use the drop-down list box to select the way in which the payment has been received from the customer. You can select from “Bank”, "PTT" or “Cash”. The system displays “Bank” by default on launch of the page.

Note: The route selected must be a valid one for the bank / PTT /cash account.

Receipt Mode

Use the drop-down list box to select the mode in which the payment was received from the customer. You can select from the modes returned by the "Bank Cash Definition" business component.

Adjustment

Use the drop-down list box to select the type of adjustment that is to be made with the payment received from the customer. You can select from “Automatic” or “Manual”.

Note: Based on the function default set for the “Adjustment Type” and the “Default Adjustment Type” in the “Set Function Defaults” activity, ”Automatic” and “Manual” will be available for selection.

“Automatic” must not be selected if “Receipt Category” has been selected as “Deposit” or “Advance”.

The currencies of the receipt and the debit document must be the same if you want to adjust them automatically.

Currency

Use the drop-down list box to select the code identifying the currency in which the payment has been received. All the currencies that have been mapped to the “Customer Receivable Accounts” in the “Create Customer Receivables Account Definition” activity of the “Account Rule Definition” business component will be available for selection in the ascending order. The base currency of the login organization unit will be displayed by default on launch of the page if it is one of the currencies mapped.

Note: The currency selected in this field must be the same as the currency selected in the “Debit Document Currency” field if “Allow Cross Currency Receipts” has been set to “No” in the “Set Function Defaults” activity.

Exchange Rate

The number of units of the base currency with respect to the transaction currency 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 login organization unit the system displays the value must be “1”. The system displays “1” (one) by default on launch of the page.

Note: If you want to modify the exchange rate, the value must be within the tolerance limit set for it in the “Exchange Rate” business component.

Receipt Amount	The amount of the receipt (Decimal). Mandatory. The amount entered in this field must be greater than zero.
	When TDS is applicable Receipt amount and Instrument amount including TDS to be entered. (Eg. Receipt amount is 1000 TDS deducted is 100 - Then the instrument amount to be entered as 1000 only. On addition of TDS details the instrument amount will be reduced accordingly)
	When TCS is applicable Receipt amount and Instrument amount including TCS to be entered. (Eg. Receipt amount is 1000 TCS is 100 - Then the instrument amount and amount to be entered as 1100. On addition of TCS details the entries will be passed accordingly)
Bank / Cash Code	Use the drop-down list box to select the code identifying the bank and cash accounts. These codes must have been defined in the “Create Bank / Cash Details” activity of the “Bank Cash Definition” business component and must be in the “Active” status. The bank / PTT/ cash codes created in the login organizational unit will be available for selection in the alphabetical order.

Note: The currency of the bank / PTT /cash code must be the same as the receipt currency.

The system displays the following:

Desc.

The description of the bank / PTT /cash code.

Enter the following fields in the “Receipt Information” group box:

Collector Code	The code identifying the employee or the name of the employee who has collected the payment (Alphanumeric, 40).
Remitter	The name of the person who has made the payment. (Alphanumeric, 60).
Draft	Check the box to save the receipt in the “Draft” status if you want to add or modify any information in the receipt.

The system displays the following:

Unapplied Amount

The unadjusted receipt amount.

Note: This amount will be displayed only if the received amount is more than the amount to be adjusted.

Enter the following field in the “Receipt Information” group box:

Comments	Any observation to be recorded with respect to the payment received (Alphanumeric, 256).
TDS Amount	TDS Amount for the Receipt. This field will be enabled only if TDS is applicable for the login company.

Enter the following fields in the “Instrument Information” group box:

Note: The instrument information details can be left blank if the “Receipt Route” has been selected as “Cash” or the “Receipt Mode” is not “Credit Card”.

Instrument No.

The number identifying the instrument (Alphanumeric, 30).

Note: This field must not be left blank if the receipt route is “Bank” and the receipt mode is “Check”, “Demand Draft” or “Pay Order”.

MICR No.	Indicates the Magnetic Instrument Clearing Number available in the check, demand draft or pay order (Alphanumeric, 30).
Instrument Amount	The amount of the instrument (Decimal). This amount must be the same or greater than the receipt amount.
	Press <Enter> key.
	The system calculates and displays the charges as the difference in the instrument amount and the receipt amount.
Instrument Date	The date of the instrument (Date Format). The date must be valid date in an open financial year.

Note: This field must not be left blank if the receipt route is “Bank” and the receipt mode is “Check”, “Demand Draft” or “Pay Order”.

Bank Code

The code identifying the bank that has issued the instrument (Alphanumeric, 32).

Note: This field must not be left blank if the receipt route is “Bank” and the receipt mode is “Check”, “Demand Draft” or “Pay Order”.

Instrument Type	Use the drop down list box to select the Instrument type for the Receipt Mode - Check. "At par", "Local", and "Outstation" will be available for selection. Blank will be defaulted on launch of the page.
Charges Collected	The charges collected from the customer. This is calculated as (Instrument Amount plus TDS Amount (if any) minus the Receipt Amount )

Note: This field will be displayed if the receipt route has been selected as “Bank”.

Stamp Duty Collected

The stamp duty collected from the customer.

Note: This is not applicable for Letter of Credit and Credit Card receipt Mode.

Charges Deducted	The charges Deducted by the customer. This is calculated as (Receipt Amount minus Instrument Amount minus TDS Amount (if any)
Cost Center	Cost Center mapped for the Charges Deducted Account Code.
	Help facility available.
Analysis Code	Analysis Code mapped for the Charges Deducted Account Code.
	Help facility available.
Sub Analysis Code	Sub analysis Code mapped for the Analysis Code and Charges Deducted Account Code.
	Help facility available.

The system displays the following in the “LC Details” group box:

LC Number	The number identifying the LC against which receipt is made.
LC Currency	The currency of the LC.
LC Amount	The amount of the LC.
LC Expiry Date	The date on which the LC expires.

Note: This section will be displayed if Receipt Mode is selected as LC for the receipt.

Enter the following details in the “Project Information” group box:

Project OU

Use the drop-down list box to select the organization units In which the project code has been created. The combo is loaded with the existing OU’s mapped in the “Project Definition” business component. The system displays "Blank" by default on launch of the page.

Project / Sub – Project Code

The project code to which transaction is to be attached. The project code must have been defined in the "Project Definition" business component.

Help facility available.

The system displays the following in the “Project Information” group box.

Project / Sub-Project Description

The name of the project.

Enter the following fields in the “Document Reference” group box to search for the debit documents against which the payment has been received.

Debit Document Type

Use the drop-down list box to select the type of the debit document against which the payment received from the customer must be adjusted. You can select from “Order Invoice”, “Direct Invoice”, “Debit Note”, “Prepayment Invoice”, “Customer Payments”, “Transfer Debit Notes” or “Sale Order”. The system displays “Blank” by default on launch of the page.

Note: The document type must be selected as “Sale Order” if the receipt category selected is “Advance” or “Deposit”

Debit Document Currency	Use the drop-down list box to select the currency in which the debit document has been raised. All the currencies that have been mapped to the company will be available for selection in the ascending order. The system displays “Blank” by default on launch of the page.
Debit Document Finance Book	Use the drop down List box to select the Debit document finance Book for which the debit documents to be retrieved. The combo would be loaded with all the finance books mapped for the OU’s for which component interaction between Customer Receipt and Customer Order Based Invoice / Customer Direct Invoice / Customer Debit Credit Note / Customer Prepayment Invoice / Customer Balance Transfer exist. The combo would be defaulted with the header finance book.
Document No. From	The number identifying the debit document (Alphanumeric,18).The system retrieves the documents starting from the number entered here.
Document No. To	The number identifying the debit document (Alphanumeric,18).The system retrieves the documents till the number entered here.
Document Date From	The date on which the debit document was created.(Date Format). The system retrieves the documents from the date entered here.
Document Date To	The date on which the debit document was created.(Date Format). The system retrieves the documents till the date entered here.
LC No.	The number identifying the LC for which the documents needs to be fetched.
	Help facility available.

Note: If LC Number is not given, then the system will not fetch documents for which valid LC details are available.

Ref. ID.	The reference ID of the LC.
Booking No. From	The Starting number in the range of acknowledgement number issued for an export/import consignment by the freight forwarder.
Booking No. To	The ending number in the range of acknowledgement number issued for an export/import consignment by the freight forwarder.
HBL No. / HAWB No. From	The Starting Number of the document in the range of documents issued by the freight forwarders to their consignors as a receipt of the merchandise.
HBL No. / HAWB No. To	The Ending Number of the document in the range of documents issued by the freight forwarders to their consignors as a receipt of the merchandise.
MBL No. / MAWB No. From	The Starting Number of the document in the range of documents issued by the carrier owners for the cargo transported by them
MBL No. / MAWB No. To	The Ending Number of the document in the range of documents issued by the carrier owners for the cargo transported by them.

Click the “Get Documents” pushbutton to retrieve the debit document details.

Note: If the debit document type has been selected as “Order Based Invoice”, “Direct Invoice”, “Debit Notes” or “Transfer Debit Notes”, the system retrieves the documents in the “Posted” or the “Partially Paid” status. If “Prepayment Invoice” or “Payment Voucher” has been selected documents that are in the “Posted” status are retrieved and in the case of “Sale Orders” the system retrieves sale orders that are in the “Authorized” status. If “All” has been selected the system retrieves all the debit documents based on the status mentioned for the individual document types.

If the Adjustment is selected as Automatic, then the system will automatically adjust the debit document with the receipt. However, if the Adjustment is selected as Manual, the system will not validate the debit document at the time of adjustment of receipt.

The system displays the following in the “Debit Document Information” multiline based on the document reference search entered:

Debit Doc. Type	Indicates the type of the debit document. It could be “Order Invoice”, “Direct Invoice”, “Debit Note”, “Prepayment Invoice”, “Customer Payments”, “Transfer Debit Notes” or “Sale Order”.
Doc. No.	The number identifying the debit document.
Term No.	The number identifying the payment due
Due Date	The date on which the payment is due.
Currency	The currency in which the payment is to be made.
Doc. Amount	The amount of the document.
Outstanding Amount	The outstanding amount after the adjustment of previous payments.

Enter the following field in the “Debit Document Information” multiline:

Received Amount in Receipt Currency

The amount to be adjusted against the debit documents (Decimal). This amount must be entered for the selected debit documents.

Note: The sum total of the values entered in this field must be equal to the receipt amount.

The system displays the following:

Exchange Rate	The exchange rate of the currency in which the payment has been received and the one in which the debit document has been raised.
Doc. Date	The date on which the document was raised.
Billing Point	The OU in which the reference document is generated.
Debit Document Finance Book	The Finance Book in which the debit document has been created.
Booking No.	The acknowledgement number issued for an export/import consignment by the freight forwarder.
HBL No. / HAWB No	The document issued by the freight forwarders to their consignors as a receipt of the merchandise.
MBL No. / MAWB No.	The document issued by the carrier owners for the cargo transported by them.

Check the box in the “Select” column of the multiline to select the debit documents against which the adjustment must be made.

Note: 1) When TDS is applicable Receipt amount and Instrument amount including TDS to be entered. (Eg. Receipt amount is 1000 TDS deducted is 100 - Then the instrument amount to be entered as 1000 only. On addition of TDS details the instrument amount will be reduced accordingly).

2) When TCS is applicable Receipt amount and Instrument amount including TCS to be entered. (Eg. Receipt amount is 1000 TCS is 100 - Then the instrument amount and amount to be entered as 1100. On addition of TCS details the entries will be passed accordingly).

Click the “Compute” pushbutton to compute the total received amount in receipt currency.

The system displays the following :

Total Received Amount in Receipt Currency

The total amount entered in the ‘Received amount in Receipt Currency’ column in the multiline.

Enter the following fields in the “Card Information” group box:

Note: The card information details can be left blank if the “Receipt Route” selected is “Cash” or if the “Receipt Mode” has not been selected as “Credit Card”.

The card information details must not be left blank if receipt mode has been selected as “Credit Card”.

Card No.	A unique number identifying the credit card through which the payment has been made (Alphanumeric, 30).
Authorization No.	The number identifying the authorization (Alphanumeric, 18).
Issuer	The name of the organization that has issued the credit card (Alphanumeric, 40).

Valid Till
Month	The month till which the credit card is valid (Integer). A valid month must be entered.

Note: You can enter the digits from 1 to 12.

Year

The year till which the credit card is valid (Integer). The last two digits of a valid year must be entered.

Note: The month and year entered must be the same or later than the month and year on which the receipt is created.

Click the “Create Receipt” pushbutton to create a receipt.

The system generates the receipt number automatically if the numbering type has been set to “Automatic”.

If the check box beside the “Draft” field is checked the status of the receipt is updated as “Draft”. Otherwise, the status of the receipt is updated to “Fresh”.

The receipt amount is debited in the corresponding bank / cash account taking into account the exchange rate if the currencies are different.

The receipt amount is credited in the corresponding customer account or deposit account or prepayment account.

The difference in the receipt amount and the instrument amount is saved in the corresponding charges account.

The login ID of the user and the system date is updated in the “Created By” and “Created Date” fields.

Click the “Create And Authorize Receipt” pushbutton to create and authorize a receipt.

The system generates the receipt number automatically if the numbering type has been set to “Automatic”.

The status of the receipt is updated to “Authorized”.

The receipt amount is debited in the corresponding bank / cash account taking into account the exchange rate if the currencies are different.

The receipt amount is credited in the corresponding customer control account or deposit account or prepayment account.

The difference in the receipt amount and the instrument amount will be posted in the corresponding charges account.

Click the “Print” pushbutton to print the receipt.

The login ID of the user and the system date is updated in the “Created By” and “Created Date” fields.

The system displays the following:

Created By	The login user ID of the person who has created the receipt.
Created Date	The date on which the receipt was created.

To proceed, carry out the following

Select the “Edit Receipt” link at the bottom of the page to modify the receipt details.
Select the “Adjust Receipt” link at the bottom of the page to adjust the receipt against a debit document.
Select the “Accounting Information” link at the bottom of the page to view the accounting information details.
Select the “Tax Calculation – Summary” link at the bottom of the page for the tax details.
Select the "View receipt" link at the bottom of the page to view the receipt.
Select the " Adjustment summary" link at the bottom of the page to view the reference documents against which the payment has been received from the customer.
Select the "Attach Notes" link at the bottom of the page to give notes relating to the receipt created.

Creating receipts – An overview

You can enter details like the number identifying the receipt if you have opted for a manual numbering type. Otherwise, the system will generate a receipt number based on the numbering type selected or set as default for the receipt. You can also select the books of accounts in which the financial postings have to be made.

Details of the receipt like the customer, from whom the payment has been received, the mode and the method of the payment can also be entered here. You can also enter details like the currency, in which the payment has been received, the exchange rate and the amount received. You can also select the method in which the receipt will be adjusted. You can adjust the receipt with the selected debit document manually or automatically.

Instrument details, bank details, credit card details, the cost center and the analysis, sub analysis codes can also be entered for the receipt. You can carry out a search for retrieving the debit documents using the type of the debit documents, the currency of the document and the number of the document. The system retrieves the document details based on the search criteria entered. You can enter the amount that has to be adjusted against each document. The login user ID and the system date are stored along with the newly created receipt details.

Prerequisites

Mandatory

“Numbering Type” must have been defined in the “Numbering Class” business component.
“Finance Book” must have been defined in the “Organization Setup” business component.
“Currencies” must have been mapped to the “Customer Receivable accounts” defined in the “Account Rule Definition” business component.
“Exchange Rate” must have been defined in the “Exchange Rate” business component.
“Bank / Cash codes” must have been defined in the “Bank Cash Definition” business component.
“Customer Receipts” must have been set to “Yes” in the “Bank Cash Definition” business component.
“Customer Codes” must have been defined in the “Customer” business component.
“Set Function Defaults” activity must be completed in this business component.

Optional

“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.
“Analysis / Subanalysis Codes Applicable” must be set to “Yes” in the “Company Parameter Setup” business component to use the analysis and subanalysis code.
“Analysis Code and Sub Analysis Code” must have been defined in the “Account Based Budgeting” business component.
At least one debit document must have been raised in any one of the business component like “Customer Order Based Invoice”, “Customer Direct Invoice”, “Customer Prepayment Invoice”, “Customer Debit / Credit Note”, “Customer Balance Transfer”.

What you can do in this page

Categorize the payments received from the customer

Select the numbering type for the receipt

Select the type of adjustment

Select different types of debit documents

Retrieve debit documents for adjustment

Save the receipt in the “Draft” status

Categorize the payments received from the customer

You can categorize the payments received from a customer as “Regular”, “Deposits” or “Advance”.

Set the “Receipt Category” field to “Regular” to categorize the receipt as “Regular”.
Set the “Receipt Category” field to “Deposits” to categorize the receipt as a “Deposit”.
Set the “Receipt Category” field to “Advance” to categorize the receipt as an “Advance”.

Select the numbering type for the receipt

You can select the numbering type that is to be followed while generating the receipt if a default numbering type has not been set for this transaction.

Select the numbering type to be followed while generating the receipt number in the “Numbering Type” field.

Select the type of adjustment

The user adjusts payments received from the customer automatically or manually. You can select the method to be followed for the adjustment, if the “Adjustment Type” has been set to “Both” in the “Set Function Defaults” activity of this business component.

Set the “Adjustment” field to “Automatic” for the system to adjust the documents automatically.
Set the “Adjustment” field to “Manual” for adjusting the documents manually in the “Customer Balance Adjustment” business component.

Select different types of debit documents

You can select different types of debit documents against which the payment received can be adjusted if the payment received belongs to the “Regular” category.

Set the “Debit Document Type” field to “Order Invoice” to retrieve the order invoices raised on the customer.
Set the “Debit Document Type” field to ““Direct Invoice” to retrieve the direct invoices raised on the customer.
Set the “Debit Document Type” field to “Debit Note” to retrieve the debit notes raised on the customer.
Set the “Debit Document Type” field to “Prepayment Invoice” to retrieve the prepayment invoices raised on the customer.
Set the “Debit Document Type” field” to “Transfer Debit Notes” to retrieve the transfer debit notes raised on the customer.
Set the “Debit Document Type” field to “Sale Order” to retrieve the sale orders raised on the customer.

Retrieve debit documents for adjustment

You can retrieve debit documents against which the receipt can be adjusted.

Select the type of the debit document in the “Debit Document Type” field.
Select the currency in which the debit document has been raised in the “Debit Document Currency” field.
Enter the document number.
Click the “Get” pushbutton.

The system retrieves the debit documents based on the search criteria entered.

Save the receipt in the “Draft” status

If the receipt details are incomplete, you can save the receipt in the “Draft” status. This receipt can be retrieved later modified and authorized.

Check the box in the “Draft” field to save the receipt in the “Draft” status.