Create a Receipt Batch

Qualifiers

  1. You have received payment from a client or clients and you want to record the receipts

Create a new batch

  1. Navigate to Fleet / Receivables / Receipts

  2. Go to the Receipts / Search tab or the Receipts / Allocate tab

  3. Click on New Batch button

  4. This navigates you to Receipts / Allocate / Batch

  5. Banking Date - enter or pick the banking date

  6. Bank Account - this will default in. If you have multiple bank accounts, choose the relevant Bank Account for the batch you are creating

  7. Target - enter the expected total of your receipts.

  8. Collation - used if you want to create an aba file for direct debit use. Choose client or contract grouping.

Note: You can create one receipt batch for a whole days banking, or you can create more receipt batches to suit your processes.

Enter an item

  1. Navigate to Receipts / Allocate / Item

  2. Receipt Type - chose a description that suits. It can be left blank.

  3. Bank Ref - chose a description that suits. It can be left blank.

  4. Target - enter the expected total of this item.

  5. Client - enter or [lookup] a Client if you are making allocations for a Client

  6. Move to the Summary tab on the right hand side of the screen to view the information you are looking for.

  7. (check box icon) - check on the Header check box (check box icon) to automatically receipt the presented invoice rows in descending order.

    1. Once a row cannot be fully allocated, the checking will stop.

    2. Because the columns are dynamically sortable, you can sort the records into the row order you want for an automatic allocation.

  8. Click on Save button to save the receipt item.

  9. You can't navigate away from the item until you have saved or cancelled it

NOTE: Pending and posted batches will be displayed in the Driver Reports, but only posted batches will be included in the Funds Check. We recommend always posting batches that you have reconciled.

Recommendations

  1. If you are receipting packaged vehicles you can enter the Driver, Reg No or Contract ID value first - this will populate the relevant Client details.

  2. If a contract has had a registration change, entering the contract id will restrict the detail results to the current Reg No only. Enter the old Reg No at the time of invoicing instead of the contract id in this case as the then current Reg No is stored with the invoice when it is created. Entering the Reg No will display the invoices relevant.

When editing an Item, put money On Account

If you have received money and you don't have an invoice to match the money too, you can use the On Account button to receipt this money to a client or contract ahead of the required invoice being created.

On Account receipts can allocated to a client or a contract record.

It can be for the full amount that was deposited, or for just the part that doesn't have a matching invoice.

We recommend that you do on account allocations after you have allocated everything else that is known to the client or the contract.

To receipt to a client record, you must be:

  1. In the Receipts / Allocate Summary tab

  2. "Client" is populated (to identify the client that the On Account will go to

  3. "Driver", "Reg No" and "Contract ID" filters must be blank, but "Client Group" can also be populated

To receipt to a contract record, you must be:

  1. In the Receipts / Allocate Detail tab

  2. "Driver" and "Reg No" filters must be blank

  3. Enter the "Contract ID", or click on one of the "Contract" hyperlinks in the Detail content area

  4. The "Driver" "Reg No" and "Contract ID" filters will all now be populated

At this point the On Account button is now available for both situations-

  1. Enter the amount you want to put on account into the editable field that shows in the Allocated column

  2. If you have already entered a "Target" amount for the item, the calculated "Variance" that exists at this point will auto-populate into the editable field