How do I Process Sales Receipts and Allocations?

Step by Step Guide to processing Customer Receipts.

Written By Grainne Reidy (Super Administrator)

Updated at February 2nd, 2023


What are Lodgements?

A Lodgement is a batch of Cheques, received from your Customers, to which you add a reference number. It later corresponds to an actual Bank Lodgement of the Cheques entered against that Lodgement Number. 

Lodgements simplify the Bank Reconciliation process as it is just a single entry. Several Lodgements can remain open for further additions until they are included in a reconciliation, after which they become unavailable for updating. 

When you receive Invoices or Statements with Customer Bank Transfers, check your online Bank Account to see if you have received the relevant Customer Receipts. You can then enter Receipts through either:

  • Receipts - Quick Entry (without allocating them).
  • Receipts & Allocations.


Sales Receipts and allocations (3.7) - AIQ Academy

How do I Carry out a Bank Reconciliation?‍ 

How do I Process Discounts and Rebates? 

How Do I Amend, Cancel or Delete Transactions?  


Customer Receipts - Quick Entry

Quick Entry posts Sales Receipts to the Customer Account. It does not allow the allocation of Sales Receipts against Sales Invoices (and other transactions) in the Customer’s Account.  This must take place separately. 

  1. In the blue banner, go to SalesReceipts – Quick Entry. 

  2. In the Customer Receipts – Quick Entry screen, complete the following:
    • Bank A/C: Select the Bank Account for which you are preparing this batch of Customer Receipts.
    • Batch Date: Enter the date of the batch. This will also be the default date of each receipt.
    • Rate of Exchange: For lodgements of Foreign Currency Receipts to your Foreign Currency Bank Accounts, enter the Rate of Exchange that you want to use for immediate General Ledger Postings in your Base Currency. This rate can be revised later.

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    • Lodgement No: Enter a new or existing Lodgement No. (Only if required in the case of Cheques). 
    • Add Bank Charges: If you know in advance of any Bank charges which might be levied against this batch of receipts, you can click Add Bank Charges to open a related Bank Credit Journal. The standard System Account for Bank Charges is 4100. 

  3. Enter the details of each of the Customer Receipts making up the Batch. Occasionally you may receive payments from Customers without an Invoice. Clicking Auto Invoice will create, generate, and post a corresponding Invoice for the Receipt that is automatically allocated. 

  4. When you have finished entering your Sales Receipts you can post all the Receipts, and any auto-generated Invoices, to their respective Customer Accounts by clicking Process Batch. You can leave without processing a batch and return to it later by clicking Save


Sales Receipts & Allocations

You can use Sales Receipts & Allocations for Bank Transfer type Receipts, such as Credit Transfers or Direct Debits, and Cheques. 

Sales Receipts & Allocations lets you:

  • Create and allocate Receipts to Invoices and other transactions.
  • Allocate receipts previously entered in Customer Receipts - Quick Entry.

Step One: Creating Sales Receipts

  1. In the blue banner, go to SalesReceipts & Allocations.

  2. Complete the following:
  • Customer: Select the Customer Account from the dropdown. This will auto-fill the Customer’s Unallocated transactions. 
  • Bank: The default bank comes from the Customer Master Record, but you can select a different one here if necessary.
  • Receipt Date: This defaults to today’s date, but you can override it here. For ease of Bank Reconciliation use the transaction date of the Bank Transfer type Receipts.
  • Bank Ref: Enter the Reference number of the Receipt or the Cheque number. If it is a Cheque, you can choose to add this transaction to a Lodgement. The reference is used during the reconciliation process to match transactions to imported bank statements.
  • Lodgement Ref: To add this transaction to an open Lodgement, select one of the Lodgement Nos. Otherwise, leave it blank, or enter a new Lodgement Reference No. to open a new Lodgement.
  • Receipt Amount: Enter the total amount to formally receipt.
  • Bank Charges:  Enter any Bank Charges related to the receipt. These are deductions by the bank from the Receipt Amount. The Bank Charges will be automatically posted to the System Bank Charges Account – 4100 and will not be reflected in the Customer Account.
  • Amount Deposited: Bank Charges are deducted from the Receipt Amount to arrive at the Amount Deposited. The Amount Deposited will be automatically posted to the GL Control Account associated with the chosen Bank on processing.
  • BI Code: Select a BI Code, if using.
  • Description: Add an optional Description for the transaction. 
  • Balance after receipt: This updates in response to the sum allocated.

Step Two: Allocating Sales Receipts

You now have the option to allocate, fully or partially, any of the customer’s unallocated transactions.

Allocating individual Receipts

In the Allocate column, enter the amounts to allocate against the Invoices or other transactions. If you double-click on an empty entry, the amount in the corresponding Outstanding column will be fully allocated.  

In this example the Receipt has been fully allocated against Invoices 491, 492, and 493 with the remainder partially allocated against Invoice 488:


Allocating all Receipts

Click Allocate and select from All Transactions, Due Transactions, or Filtered Transactions. If there aren’t sufficient Receipts and Credit Notes, a Receipt for the Balance on the Account will be created. Be careful not to accidentally create an unintended Receipt. 

Clear all Allocations

Clear All Allocations will unallocate any allocated transactions shown on the grid. It will unallocate fully allocated transactions that have disappeared from the grid due to being complete.

Step Three: Processing Sales Receipts and Allocations

Click Process, followed by:

  • Process: This will produce a receipt to email to your Customer.
  • Process and Print Receipt: This will produce a PDF Receipt in the following format which you can email to your Customer. 
  • Process and Print Statement: This will produce a Statement of Account that you can also email to your Customer.

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Entering Receipts Only

You can also use Sales Receipts & Allocations to quickly enter a Receipt. 

  1. Select the Customer’s Account as described previously.
  2. In the Allocate Column, enter the amount received against the relevant Invoices or double-click in each cell to allocate the full amount outstanding. The Receipt Amount will then be calculated from these allocations.
  3. Enter the Bank Charges (if any), Reference No. and, if required, the Lodgement Reference.
  4.  Ensure that the Receipt Amount shown is what you expected before processing. Click Process

Entering Allocations Only

You can use Sales Receipts & Allocations to fully or partially allocate previously entered Receipts and Credit Notes:

  1. In the blue banner, go to Sales > Sales Receipts & Allocations.
  2. Enter the amounts you want to allocate in the Allocate column. You can then distribute this total against Invoices and other equally signed transactions. 

  3. Click Process. Sales Invoices 481 and 486, along with Receipts 000171, have now been fully allocated and consequently no longer appear on this screen, whereas Receipt No. 000168 still has 1,183.50 left to be allocated later.


Foreign Currency Receipts

The system facilitates the receipt of Foreign Currency amounts into either of the following:

  • Foreign Currency Bank Account: You must have Foreign Currency Bank Account facilities (for each Currency) with your Bank(s) and equivalent Bank Accounts in AIQ.
  • Base Currency Bank Account.

For foreign currency Invoices, perform allocations before closing at month end. This will result in Realised Gains and Losses Journals being created automatically.

Foreign Currency Bank Account

To view the Customer’s trading Currency and default Bank Account, go to the Account Details tab of the Customer Master Record. If the Customer’s Bank Account has a different Currency than the system’s Base Currency, the Sales Receipts and Allocations screen will contain Exchange Rate fields. 

  1. In the Receipt Amount field, enter the Foreign Currency Amount.
  2. In the Receipt Date field, enter the relevant date. When allocating foreign currency receipts to foreign currency invoices, the date of the receipt will be used for the realised gains or losses journal.
  3. Enter the Exchange Rate at the time of Receipt. This will calculate and display the Base Currency equivalent for General Ledger Posting purposes.
  4. Enter the Bank Charges (if any) the Amount Deposited will be calculated.

Base Currency Bank Account

In the Amount Deposited field, enter the foreign currency amount that was deposited into your Base Currency Bank Account, after Bank Charges (if any).  The Exchange Rate is calculated from this amount taking into account any Bank charges levied.

In the example below, the Bank is in GBP and the Customer is in USD and the Amount Deposited and Bank Charges are in GBP:

Dealing with Remittances

In unusual circumstances, a Foreign Currency Customer could forward Remittances to be deposited in a Bank Account with a Currency different to both the Customer and Company Base Currency.  

In this example, an Australian Customer has forwarded a payment (Receipt Amount) to be lodged into a Euro Bank Account.

The Exchange Rate for the AUD amount received is used to calculate the following:

  • Receipt Amount in Base Currency for GL Posting purposes.
  • Equivalent Amount Deposited to the Euro Bank Account less any Bank Charges levied.


  How do the Multi-Currency Features of the System Work? 


Show Me step-by-step walkthroughs

Click Show Me to access step-by-step walkthroughs.

Create a payment on account

This shows you how to create a basic payment.


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Allocate Transactions

This takes you through allocating the available list of Invoices (and other equally signed transactions) and Sales Receipts.

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Currency Triangulation

This shows you how to deal with foreign currency transactions.


Create Filter and Grid Options

Click Create Filter to narrow down transactions.

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  • Click the Blue field to select a filter parameter. 
  • Click the Green field to select an Operator which will then request a value or another field. 
  • Click the Plus icon to add another filter and click the X icon to remove a filter. 

Grid Options

Grid Options allows you to add and remove Columns from the grid display. 



How do I Navigate the General Features and Facilities of the System? 

How do I Use & Customise the Transaction Browser?