This allows you to post payments received from customers onto their account
and allocate the payment against their outstanding invoices.
1. Select Gx Sales on the toolbar.
2. Select Cash Received from the menu.
3. Control Total - enter the total of all customer payments to be entered
onto Power-Gx in this batch.
4. Account Code - enter the customer account that the first payment in the
batch is from. If you have used the Import Third Party Invoice utility you may perform a lookup of one of these invoices to get the account by entering the web transaction reference and prefixing it with a "/".
5. Posting Date - confirm the posting date. Be careful to ensure you post
this transaction to the correct financial period.
6. Cheque Date - enter the transaction date of the payment, i.e. the date
on the cheque or the date cash was received.
7. Cheque Number - enter the customer's cheque number or Cash, Visa,
Bacs etc if the payment is not by cheque.
8. Cheque Amount - enter the payment amount in the payment currency.
9. Confirm the Exchange Rate if this is a foreign account. The Sterling
Amount will be calculated but you may also need to adjust itto handle
rounding differences. These two fields will be skipped if the customer
currency is Sterling.
10. The outstanding invoices for this account will be displayed on the bottom
right section of the screen headed Transactions to be matched. To
allocate payment to an invoice, tick the check-box in the Match column, at this
point you may amend the allocated amount if you wish.
The Cash Remaining shows in the top right corner of the screen. If the
amount of cash is less that the outstanding amount on the invoice, it will
prompt you to create a discount transaction for the difference. If you
choose No the amount underpaid remains outstanding on the account.
11. You can amend the Cash Amount if the customer is part paying this
invoice. The Outstanding column is updated as you amend the Cash
Amount.
12. Enter the Discount amount if you are writing off an underpaid amount as
discount given. If you do not enter a discount amount, any outstanding
amount remains on the account, still to be paid.
13. You may view the VAT,
Settlement Discount or any Memo attached to
the invoices, by right clicking on the mouse and selecting the appropriate option from the menu.
14. To assist you in locating a transaction there is a
Find facility above both the Transactions to Match and the Transactions to be Matched grids. Enter the text you wish to find and press the
Find button, if there is more than one occurrence of the text then press the
Find button again to locate the next occurence and so on.
15. Click the Save button to save the payment you have just posted and
allocated on this account. The Cumulative Total and the No.
Transactions in the batch will automatically be calculated and displayed
on the top left of the screen. (Note: if you do not wish to allocate the
payment to the outstanding invoices at this point in time, for example if
you are unsure which invoices the payment covers, you can skip the
'ticking transactions' step and simply save the payment to the account
unallocated. You can then allocate the payment
later).
16. The cursor takes you back to Account Code so that you can enter the
next payment in your batch.
1. Use the Previous and Next buttons to move through the items in the
batch, or use the Transaction No. drop-down menu to view a specific
payment in the batch.
2. You can make amendments such as un-ticking transactions so that
payment is not allocated to them. The amount will added back onto the Cash Remaining figure. You can amend the posting date, cheque date,
cheque number and cheque amount and reallocate to transactions if
required. Remember to Save the changes you make.
3. To remove a payment from the batch, click the Delete button.
4. To add further payments to the batch, click the Add button and enter the
payment as described above.
Update the Ledger
1. If you have posted and allocated all the payments in this batch, click the Update button. You will be warned if the Control Total does not match
the Cumulative Total. You may wish to choose No to continue with the
update and review the batch first to check for any mistakes. If
you are
certain that you wish to continue the update anyway choose Yes.
2. Confirm the bank nominal code the payments are being updated to. The
default is taken from Sales Ledger Default Settings but you
can select
another nominal code from the drop-down menu, for example to the
Petty Cash account or alternative bank account if this batch of payments
are not being paid into the usual bank account.
3. Choose whether you wish this batch to be consolidate when updated to
the nominal ledger. It is usual for this option to be ticked so that only
debit transaction appears in the bank nominal account enquiry.
This
makes it easier for bank reconciliation if you pay all the customer
payments in this batch into your bank as one lodgement.
4. Click the Ok button. The payment will now show on the customer's
account and you can use Customer Transaction Enquiry to view
it and
the invoices it has paid.