You use receipts to pay customer invoices partly or fully. A receipt is associated with a customer and it pays the invoices of the particular customer. If the receipt amount is equal to that of the customer invoices, the amount can be fully allocated, else, in case of excess or less amount, the amount is unallocated or invoice partly paid respectively. The Receipts section allows you to perform many actions. To know the steps to perform the actions, click on the links below.
- Browsing Receipts
- Setting up a Receipt
- Viewing Receipt Details
- Splitting a Quick Receipt
- Allocating a Receipt
- Editing Customer Receipts
- Allocating Customer Receipts
- Removing Customer Receipts
Browsing Receipts
To browse receipts, complete the following steps.
- Log in and click to select the required business.
- The Customers page appears. On the left panel, click Banking > Receipts.
- The Receipts page appears. Browse the receipts.
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Setting up a Receipt
You can set up both detailed and quick receipts for customers and detailed receipts for non-customers. The detailed receipt allows you to enter more details than a quick receipt. The quick receipt might be ideal if you want to quickly set up multiple receipts.
Detailed Receipt
Customer
To configure a receipt, complete the following steps.
- Log in and click to select the required business.
- The Customers page appears. On the left panel, click Banking > Receipts.
- The Receipts page appears. Click Add.
Tip
Skip a few steps to move to the Customer Receipt page by doing the following.Move the cursor over
From the quick menu, click
- The Customer Receipt page appears. Enter the following details for the receipt and click Save to save the receipt.
FIELD STEP PAYMENT DETAILS heading CUSTOMER Customer for whom you are setting up the receipt. PAID BY This field is applicable for a non-customer. DATE Depending on the settings, the date can be the current date, last transaction date or no date. To view the steps to set, click here. You can set the date up to 5 years beyond the current set accounting period. AMOUNT Enter the amount you want to allocate to the receipt. PAYMENT TYPE Payment mode. REF. NUMBER Unique reference number. BANK DETAILS heading BANK ACCOUNT Select the bank account to which the transaction will be performed. RCT This field appears if the customer you select is an RCT principal. Select an RCT rate from this list. LODGEMENT NO. Enter a lodgement number under which one or more receipts can be grouped. LODGEMENT DATE Lodgement date. Gross Amount The sum of net receipt amount and VAT. This appears if you are setting up the receipt for a non-customer. Date Depending on the settings, the date can be the current date, last transaction date or no date. To view the steps to set, click here. You can set the date up to 5 years beyond the current set accounting period. Type Document type for which receipt is set up. Doc No. Document number. Notes Notes, if any. Amount Invoice amount. Paid to-date Invoice payment amount to date, if any. Unpaid Unpaid invoice amount to date, if any. Discount Discount, if any. Paid Paid amount, if any. RCT RCT applicable rate.
Depending on the settings, you can also enter divisions and subdivisions. To know more about divisions and subdivisions, click here. |
Non-customer
- Log in and click to select the required business.
- The Customers page appears. On the left panel, click Banking > Receipts.
- The Receipts page appears. Click Add.
- The Customer Receipt page appears. Click on the PAID BY field and enter the following details for the receipt and click Save to save the receipt.
- Depending on the difference between the available and remaining allocation amount, the figure is shown.
- The non-customer receipt is set up on the Receipts page.
FIELD STEP PAYMENT DETAILS heading PAID BY Name of the person representing the non-customer. DATE Depending on the settings, the date can be the current date, last transaction date or no date. To view the steps to set, click here. You can set the date up to 5 years beyond the current set accounting period. AMOUNT Receipt amount available for allocation. PAYMENT TYPE Payment type. REF. NUMBER Unique receipt reference number. BANK DETAILS heading BANK ACCOUNT Bank account to which allocation is credited. LODGEMENT NO. Unique lodgement number. LODGEMENT DATE Lodgement date. Gross Amount Receipt amount. It cannot exceed the total allocation amount. VAT Code Applicable VAT code. VAT Amount VAT amount. Nom. Code Nominal code. This is a mandatory input. Description Auto-filled with the selected nominal code name.
Quick Receipts
To create a quick receipt, complete the following steps.
- Log in and click to select the required business.
- The Customers page appears. On the left panel, click Banking > Receipts.
- The Receipts page appears. Click Quick Add.
- The Quick Receipt page appears. On the Quick Receipt page, enter the following details.
- To save the quick receipt, click [Save].
FIELD STEP Date The receipt set up date. You can set the date up to 5 years beyond the current set accounting period. Payment Type Payment mode. Ref. No. Unique reference number. Customer Customer for whom you are setting up the receipt. The VAT rates depend on your choice. For example, if the customer is an RCT principal, the VAT rate will vary from that of a non-RCT customer. Notes/Paid By By default, the customer name is auto-filled. You can update with custom notes. Amount Receipt amount. VAT Code Applicable VAT code. Note that if the selected customer is an RCT Principal, the RCT rate is applicable. VAT VAT amount. Note that if the selected customer is an RCT Principal, the RCT rate is applicable. Nom. Code Applicable nominal code.
Depending on the settings, you can also enter divisions and subdivisions. To know more about divisions and subdivisions, click here. |
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Viewing Receipt Details
To view a specific receipt details, on the Receipts page, click anywhere on the row.
If you sort any column other than Date, then the Date column is also sorted accordingly. |
Splitting a Quick Receipt
You can split a quick receipt amount into as many parts as required while ensuring that the total of the split parts is equal to the receipt amount. The split amounts also reflect in the invoice. To split a quick receipt, complete the following steps.
- On the Quick Receipt page, enter the bank account, lodgement number and date.
- Click the required invoice and then click Split.
- The Split window appears. Click the rows below and split the amount under the Net column to multiple parts.
- To ensure the total of the split parts is equal to the gross invoice amount, click Adjust Total.
- To save the split invoice, click Save.
- The Code heading shows that the quick invoice is split.
The total of the split parts must be equal to the gross invoice amount. |
Allocating a Receipt
To allocate a receipt to invoices, complete the following steps.
- On the Receipts page, click corresponding to the row showing the receipt summary and in the inline menu, click Allocate.
- The Allocation for Payment page shows all invoices with unallocated amounts and the amount available for allocation.
- To allocate, tick the box under the column. The receipt amount appears under the Pay column. You may distribute the allocation amount across invoices.
- To save the allocation record, click Save.
Making Customer Receipts Recurrent
Surf Accounts allows you to set up available receipts in a way that recur at specified frequencies up to finite or infinite recurrences. To make a receipt recurrent, complete the following steps.
- On the Receipts page, click corresponding to the row showing the receipt summary and in the inline menu, click Make Recurring.
- The Recurring Customer Receipt page appears. Enter the required details.
- To save the recurring information, click [Save].
FIELD STEP PAYMENT DETAILS heading CUSTOMER When you select a specific receipt to be recurrent, the customer set up in the receipt is the default customer. However, you can update the customer name. PAID BY Payer name. AMOUNT By default, the receipt amount is displayed. You can also enter your custom allocation amount. PAYMENT TYPE Payment type. REF. NUMBER Unique reference number. BANK DETAILS heading BANK ACCOUNT Bank account to which the allocation amount is credited. Auto Allocate To have the receipt auto-allocate to the invoice on the recurrence date, tick. RECURRING INFORMATION heading RECURRING Select the frequency at which the invoice will recur. REPEAT EVERY Select the interval at which the invoice will recur. For example, if the recurring frequency is monthly and you select 2 in this list, the receipt will recur every 2 months. STARTS ON Select the receipt start date. NEXT DUE If the receipt is not posted on its start date, then the start date is the next due date. Else, the next due date is always the immediate recurrence based on the frequency. STATUS Select the current status of the invoice. The following options are available. - Generate: The invoice will be generate.
- Closed: The invoice is closed and will not be considered for generation. Note that closed invoices cannot be retrieved later.
- On Hold: The invoice is put on hold. Note that such invoices cannot be retrieved later.
ENDS If the invoice recurs indefinitely, select Never. If the invoice recurs until a date, select Date and specify the date. If the invoice recurs a specific number of times, select Number and enter the number.
A Quick Receipt cannot be made recurring. |
Removing Customer Receipts
You can remove a customer receipt if it is not fully or partly allocated. To remove a receipt, complete the following steps.
- On the Receipts page, click corresponding to the row showing the receipt summary and in the inline menu, click Remove.
- The Confirmation Message window appears. On the Confirmation Message window, click [Delete]. The receipt is removed.
If you attempt to remove an allocated receipt, Surf Accounts displays a message that the allocation will be reversed. Proceed only if you are sure. |