Payment / Receipt Module

The Payments/Receipts module replaces the existing Payments interface which opens when the Pay button is clicked on a transaction.

The Payments/Receipts module is based on a Transaction Type, but it’s a ‘lite’ module that only supports the functionality that is applicable to payments or receipts. It has been designed to run in the side panel. Eg. Next to an open Transaction.

Functionality is provided to automatically select the Total Outstanding, Invoices over 30 days, Invoices over 60 days, etc. or you can manually select which of the outstanding invoices to pay. You can also add a custom amount that will be paid. The numbers in the following paragraph reference the image below:

1. Button Bar - Click New to create a Payment/Receipt. Click Done when the Status is green. Done will allocate the Invoices and set the Transaction to Complete.

2. Status Bar - The Date can be edited (Depending on the Transaction Type Setting and you can select the amount that needs to be paid from the dropdown - see options below

3. Customer/Supplier - click the elipses … to select. When a new Receipt/Payment is created, you are prompted to select a Customer/Supplier

4. Amounts band - the amount that must Pay can be entered manually or it will calculate based on the Pay option selected above. The Tendered and Change amounts are calculated when you add a payment amount.

5. Add Item Bar - Click Add to add the tendered amount. Click Clear to clear the Items.

6. Items that have been added to the Receipt/Payment - the Total must match the Pay field above.

7. Outstanding Invoices - The payment allocation will automatically be generated based on the Pay amount that is entered or on the Payment selection made in the top row. You are able to manually select which invoices will be paid.

Payment/Receipts in Menu Manager

Modules will be opened in the Payments module if they are listed under Type = Payments in the Menu Manager. See image below:

Transaction Status - The Payment module is only used for Pending transactions - ie. new Transactions must default to a Pending status that does not update Accounting. When the Done button is clicked, the Transaction is set to Complete and it can only be opened in the Ledger after that. NB. The payment Transaction Type also needs a default Complete status for the Done button to work.

Business Entity - The Business Entity is not editable in the Payments module, so if Business Entities are used, it needs to be fixed in the Transaction Type settings.

Multi-Currency - At this stage the Payments module only supports local currency.

Payments Module - Fixed Amount

When this option is selected, the allocation is no longer set automatically (unless the payment is linked to a parent transaction) You need to manually allocate the amount entered into the Pay field.

Payments Module - Allocation

When this option is selected, the Pay amount will be set by the Allocated amount. Invoices can be allocated by clicking the checkbox in the invoice grid or by entering an amount in the Pay column of the Invoices grid.