Using the Sales Receipts & Allocations screen

This screen lets you:

• Record Customer Bank Transfer type receipts, such as Credit Transfers or Direct Debits. 
• Optionally allocate receipts (fully or partially) against outstanding customer transactions. Remember to check your account for any customer receipts whenever you receive customer bank transfers.
• Use the allocation facilities on their own. For example, if you’ve previously used the Sales Receipts - Quick Entry‍, or want to allocate Credits or Discounts.

Permissions

Only users with the Receipts & Allocations permission against their profile can use this screen.

Bank Accounts for Foreign Currency Transactions

The system facilitates the receipt of Foreign Currency amounts into both:

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

See Creating Bank Accounts for more details.

Allocation and Period Management

Whether a transaction is available for allocation is impacted by its currency type and period:

• Non-Foreign Currency Customers: Customer receipts can be allocated to invoices from closed, as well as open periods. If they are allocated, unallocate them via the Transaction Browser. This will not require or cause the period to be opened. In addition, all period-end integrity is maintained with no journal values, trial balance, or period totals being altered. The audit trails captures all allocation, re-allocation, and unallocation actions.
• Foreign Currency Customers: Unallocation in closed periods is not permitted. The period must be open or re-opened to perform this action. Foreign Currency allocations automatically create Realised Gains and Losses Journals. See Using Foreign Exchange Revaluation Journals for more details.

See:

Sales Receipts and allocations (3.7) - AIQ Academy
 

Using Sales Receipts - Quick Entry‍ 

Entering Header Details

1. Go to Sales > Actions > Sales Receipt > Receipt & Allocate.
   
2. Complete the following:
   • Customer: Select the customer from the dropdown. The customer currency will appear next to the Customer field and any unallocated transactions will display automatically.
   • Bank: The default bank comes from the Customer Master Record but you can select another. This can also be in customer currency, in base currency, or less commonly in a third currency (see ‘Currency Triangulation’ section). The bank currency will display next to this field.
   • Receipt Date: This is the transaction date. It defaults to today's date but you can select another. For ease of Bank Reconciliation use the same transaction date as the Bank Transfer type receipts. Note the following:
     • When allocating transactions without creating a sales receipt (see ‘Creating Allocations’), this date will impact the retrospective ageing reports. 
     • When allocating foreign currency receipts to foreign currency invoices, the date of the receipt will be used for the realised gains or losses journal.
   • Bank Ref/Cheque: This is a field used during bank reconciliation to match transactions with imported bank statements. Enter a cheque number or any other reference that is meaningful in relation to this sales receipt. If it is a Cheque, you can choose to add this transaction to a Lodgement. Note that if you are allocating existing transactions (see ‘Creating Allocations’), leave this field blank.
   • Lodgement Ref: This is an optional field used for bank reconciliation. Leave this field blank if you want to record individual Sales Receipts.
     • Populate this field if you want to record multiple Receipts assigned to a Lodgement Reference that will appear on the reconciliation as one line item. This reference number should ideally be the actual Bank Lodgement number, allowing for easy matching. 
     • Lodgements remain open until they are included on a bank reconciliation. To add a receipt to a lodgement, Click Add to existing lodgement and select the lodgement. 
   • Receipt Amount: Enter the total amount to formally receipt in customer currency. 
     • For foreign currency customers, the base currency amount and exchange rate will also appear. If the exchange rates of the Invoice and allocated Receipt differ, the Realised Gain/ Loss will be calculated and posted as a separate journal (SX type transaction).
     • The exchange rate can be edited if both the customer and bank are in the same foreign currency. Otherwise, use Codes Maintenance for any needed updates to rates.
   • Bank Charges: Enter any Bank Charges related to the receipt, such as for a foreign currency sales receipt. Bank Charges are deducted by the bank from the Receipt  Amount. They are posted to the System Bank Charges Account and will not be reflected in the Customer Account. 
   • Amount Deposited: This is the amount deposited that will appear on your Bank Statement after any Bank Charges are deducted from the receipt amount. 
     • If the Customer and Bank currencies are the same, this field will be locked. 
     • If the Customer and Bank are in different currencies, enter an amount. When processed, this amount will be posted to the Bank GL Control Account. The Exchange Rate will be calculated from this amount, taking into account any Bank charges levied.
   • Dimension Tag: This is optional. It will be filled automatically if a Dimension Tag is associated with that customer. Otherwise, select or create a tag using the dropdown. See Using Dimensions for further details.
   • Description: Add an optional Description for the transaction, including any additional information in relation to this Customer.

In the footer, note the following:

• Balance after receipt: This updates in response to the receipt amount.
• Unallocated: This shows the total amount of the sales receipt that has not been allocated against outstanding transactions for this customer.

The Sales Receipt can now be processed with or without allocations. For more details, see the relevant section in this article.

Process Receipts on Account

Sales receipts can be entered on account. This means a receipt was received from a customer, but will be allocated to a specific invoice later.

1. Follow the instruction in ‘Creating Sales Receipts’ above.
2. Under Process, select one of the following:
   • Process: This will produce a receipt.
   • Process and Print Receipt: This will produce a PDF Receipt that can be printed.
   • Process and Print Statement: This will produce a Statement of Account that can be printed.
   • Process and Email Receipt: This will produce a receipt to email to your customer.
   • Process and Email Statement: This will produce a Statement of Account to email to your customer.

     

Show Me - Create a payment on account

Access the onscreen walkthrough for assistance with creating a payment on account.

1. Go to Show Me.
   
2. Select Create a payment on account and enter your figures.
3. Click Show Me for a walkthrough.

For this option, either:

• Allocate existing receipts and invoices: In this case there is no need to enter a Receipt Amount, simply allocate the transactions in the grid. If they balance to zero, a Bank/Cheque Ref is not necessary as no new transactions will be created.
• Create receipt and allocate: Here, you can enter a receipt amount and as you allocate invoices to it, the Unallocated field will reduce to zero. Alternatively, allocate the desired invoices and the Receipt Amount will be automatically created.

Allocations can be partial or full and based on manual selection (option 1) or using the allocation tools (option 2). 

To unallocate any allocated transactions, click Clear All Allocations. Note this will not unallocate transactions that are already completed and therefore have disappeared from the grid.

Option One: Manually Allocate Receipts (partially or fully)

1. Follow the instruction in ‘Creating Sales Receipts’ section, noting the following:
   • Receipt Amount: Only enter a Receipt Amount if you are creating a new receipt. 
   • Bank/Cheque Ref: There is no need to enter a Bank/Cheque Ref if you are allocating existing transactions and they balance to zero. However, if the allocations create a balance or there is an amount in the Discount Amount field, you must enter a reference as a new transaction is being created (SR or DS).
2. In the Allocate column, against the relevant Invoices, either:
   • Enter the amounts received, whether full or partial.
   • Double-click in the cell to allocate the full amount.  
3. The Outstanding column and Receipt Amount field will update as you allocate. Ensure that these figures are correct before proceeding.
4. Under Process, select one of the following:
   • Process: This will produce a receipt.
   • Process and Print Receipt: This will produce a PDF Receipt that can be printed.
   • Process and Print Statement: This will produce a Statement of Account that can be printed.
   • Process and Email Receipt: This will produce a receipt to email to the customer.
   • Process and Email Statement: This will produce a receipt to email to the customer.

Option Two: Allocate Receipts using the allocation tools

1. Follow the instruction in ‘Creating Sales Receipts’ section.
   • Receipt Amount: Only enter a Receipt Amount if you are creating a new receipt. 
   • Bank/Cheque Ref: There is no need to enter a Bank/Cheque Ref if you are allocating existing transactions and they balance to zero. However, if the allocations create a balance or there is an amount in the Discount Amount field, you must enter a reference as a new transaction is being created (SR or DS).
2. Go to Allocate and select either All Transactions, Due Transactions, or Filtered Transactions. Note, if there aren’t sufficient Receipts and Credit Notes to cover the allocation, a Receipt for the Balance on the Account will be created. Be careful not to accidentally create an unintended Receipt.
   • All Transactions: This allocates all existing Sales Receipts / Credit Notes against any Sales Invoices / Debit Journals for the selected customer. This option can be used if you recorded Sales Receipts via Sales Receipts - Quick Entry that need to be allocated. This can also be used when recording and allocating a receipt against multiple invoices at once.
   • Due Transactions: This allocates any receipts against invoices that are marked as 'Due'. 
   • Filtered Transactions: Filter the grid using compound filter conditions and then allocate only that selection. See ‘the Create Filter’ section for full instructions. For example, you could filter by the date range that you typically have corresponding receipts and invoices.
3. Click Process.

Show Me - Allocate Transactions

Access the onscreen walkthrough for assistance with allocating transactions.

1. Go to Show Me.
   
2. Click  Allocate Transactions. 
3. Select from the list of available Invoices (and other equally signed transactions) and Sales Receipts to get a walkthrough.
4. Click OK.

1. Click Create Filter.
   
2. In the Filter Builder, click And to select the first operator.
    
3. Click on each blue field to select the relevant criteria. Click the Plus icon to add another filter and click the X icon to remove a filter.
4. Repeat to create as many filter levels as required.
5. Click OK.
   
6. Either, go to Allocate > Filtered Transactions and the filtered transactions will be fully allocated or enter the allocations required.

Currency Triangulation - Customer Bank Accounts in third currency

Less commonly, 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, a EUR Customer has forwarded a payment (Receipt Amount) to be lodged into a USD Bank Account. The base currency is GBP.

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

• Receipt Amount in Customer Currency (EUR) for GL Posting purposes.
• Equivalent Amount Deposited to the USD Bank Account less any Bank Charges levied.

Show Me - Currency Triangulation

Access the onscreen walkthrough for assistance on currency triangulation.

1. Go to Show Me.
   
2.  In Currency Triangulation, enter the figures.
3. Click Show Me for a walkthrough on dealing with foreign currency transactions where both the customer and bank have different currencies to the system base currency.

See:

Managing Multiple Currencies‍ 

Grid Options

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

• Customise Grid: This is the option to use if you want to customise the grid in the main part of the Customer screen. Drag and drop the available columns onto or off the grid. Any changes made can be saved using Save Grid Customisations.
• Reset Grid Customisation: This option should be used if you want to reset the Grid to its original view.