Holding / Releasing receipts

This page allows you to put a selected receipt on “Hold”. Tell me more.

Select the “Hold / Release Receipt” link provided in the “Select Receipt” page.

The “Hold / Release Receipt” page appears.

The system displays the following in the “Voucher Information” group box:

Receipt No.	The number identifying the receipt.
Receipt Category	The category to which the receipt belongs. It could be “Regular”, “Deposits” or “Advance”.
	Regular – indicates that the payment has been received in the normal course of business and could be adjusted against a debit document.
	Deposits – indicates that the payment has been received as a security from the customer.
	Advance – indicates that the payment has been received against a sale order raised on the customer.
Status	The status of the receipt. It could be “Authorized” or “Held” or "Partly Adjusted" or "Held Partly adjusted".
	Authorized – indicates that the receipt has been authorized and posted in the books of accounts.
	Held – indicates that the authorized receipt has been put on hold. Partly Adjusted - indicates that the authorized receipt has been adjusted partly. Held partly adjusted - indicates that the authorized receipt has been adjusted partly and put on hold.
Receipt Date	The date on which the receipt has been created.
Finance Book	The code identifying the finance book in which the receipt has been posted.

The system displays the following in the “Receipt Information” group box:

Customer Code	The code identifying the customer.
Customer Name	The name of the customer.
Receipt Route	The way in which the payment was received from the customer. It could be “Bank”, “Cash” or “PTT”.
Receipt Mode	The mode in which the receipt was received from the customer.
Adjustment	The type of adjustment that was made with the payment received from the customer. It could be “Automatic” or “Manual”.
	Automatic – indicates that the adjustment has been made by the system.
	Manual – indicates that the user has made the adjustment.
Currency	The currency in which the payment has been received.
Exchange Rate	The number of units of the base currency with respect to the transaction currency if they are different.
Receipt Amount	The amount of the receipt.
Bank / Cash Code	The code identifying the bank / cash account in which the receipt was deposited.
Desc.	The description of the bank / cash code.
Collector Code	The code identifying the employee or the name of the employee who has collected the receipt from the customer.
Remitter	The name of the person who has remitted the payment in the bank.
Unapplied Amount	The unadjusted receipt amount.
Comments	Any observation that have been recorded with respect to the payment received.

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

Reason Code	Use the drop-down list box to select the code identifying the reason for releasing the receipt. All the reason codes that have been defined in the “Maintain Reason Information” activity of the “Reason Definition” business component will be available for selection in the ascending order.
Remarks For Hold	Any observations regarding the receipt (Alphanumeric, 100).
TDS Amount	TDS Amount for the Receipt. This field will be enabled only if TDS is applicable for the login company.

The system displays the following in the “Instrument Information” group box:

Instrument No.	The number identifying the instrument through which the payment was made.
MICR No.	Indicates the Magnetic Instrument Clearing Number available on the instrument.
Instrument Amount	The amount of the instrument.
Instrument Date	The date of the instrument.
Bank Code	The code identifying the bank that has issued the instrument.
Instrument Type	The Instrument type for the Receipt Mode – Check. It could be "At par" or "Local" or "Outstation" .
Charges Collected	The charges collected from the customer. This is calculated as (Instrument Amount plus TDS Amount (if any) minus the Receipt Amount )
Stamp Duty Collected	The stamp duty collected from the customer.
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.
Analysis Code	Analysis Code mapped for the Charges Deducted Account Code.
Sub Analysis Code	Sub analysis Code mapped for the Analysis Code and Charges Deducted Account Code

The system displays the following in the “Debit Document Information” multiline:

Debit Doc. Type	The type of the debit document against which the receipt has been received from the customer.
Doc. No.	The number identifying the debit document.
Term No.	The number identifying the pay term.
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 amount that is outstanding after the payment received.
Received Amount in Receipt Currency	The amount to be adjusted against the debit documents.
Exchange Rate	The number of units of the base currency with respect to the transaction currency if they are different.
Doc. Date	The date on which the debit document was raised.
Billing Point	The OU in which the reference document is generated.
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.

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.

The system displays the following in the “Card Information” group box:

Card No.	A unique number identifying the credit card.
Authorization No.	The number identifying the authorization.
Issuer	The name of the organization that has issued the credit card.
Validity	The month and year till which the credit card is valid.

Click the “Hold Receipt” pushbutton to put the selected receipt on hold.

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

The system stores the login user ID and the system date in the “Last Modified By” and “Last Modified Date” fields.

Click the “Release Receipt” pushbutton to release the selected receipt.

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

The system updates the login ID of the user and the system date in the “Last Modified By” and “Last Modified Date” fields.

The system displays the following:

Created By	The login ID of the user who has created the receipt.
Created Date	The date on which the receipt was created.
Last Modified By	The login ID of the user who has last modified the receipt.
Last Modified Date	The date on which the receipt was last modified.

To proceed, carry out the following

Select the “Accounting Information” link at the bottom of the page to view the accounting information details of the receipt.
Select the “Electronic Receipt Information” link at the bottom of the page to view the electronic information.
Select the “Tax Calculation – Summary” link at the bottom of the page to view the tax details.

Holding / Releasing receipts – An overview

You can hold receipts that are in the “Authorized” status. The status of the receipt is updated to “Held”. You can select the code identifying the reason due to which you want to put the receipt on hold. The receipt that has been put on hold will not be adjusted in the books of account. You can also enter a detailed observation with regard to the reason for putting the receipt on hold.

You can also release a receipt that has been put on hold in this page. The status of the receipt is updated to “Authorized” and postings can be made immediately. The system stores the login ID of the user and the system date along with the modified details.

Prerequisite

“Reason Codes” must have been defined in the “Reason Definition” business component.

What you can do in this page

Record observations while putting a receipt on hold

While putting a receipt on “Hold”, you can make note of the observations apart from selecting the reason for doing so.

Select the “Reason Code”.
Enter the “Remarks for Hold”.