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Entering a Receipt

Before you start entering Receipts, you must ensure you have defined the current financial (accounting) year, using the Fiscal Years setting in the Nominal Ledger. You should also have defined a journal number series for Receipts using the Number Series - Receipts setting. You can adjust other settings as you go along.

To open the Receipt register, first ensure you are in the Sales Ledger or Cash Book module and click the [Registers] button in the Navigation Centre. Double-click 'Receipts' in the subsequent list.

The 'Receipts: Browse' window will be opened, listing the Receipts that you have already entered.

Receipts are numbered consecutively. In the list, the Receipt Number is followed by a check mark signifying whether a Receipt has been marked as OK, by the Date, any Reference and Comment, the total value of a Receipt and finally the Currency. The last two columns will not contain values for Receipts that contain payments in different Currencies.

To enter a new Receipt, select 'New' from the Create menu in the Button Bar or use the Ctrl-N (Windows and Linux) or ⌘-N (Mac OS X) keyboard shortcut. Alternatively, highlight a Receipt similar to the one you want to enter and select 'Duplicate' from the same menu.

The 'Receipt: New' window will be opened, empty if you selected 'New' or containing a duplicate of the highlighted Receipt.

The principle for entering a Receipt is that you know at least:

  1. How much has actually been received; and

  2. any extra fees charged by the bank.
In the case of payments in Currency, in order for the accounts receivable to balance, any gains or losses due to changes in the exchange rate must be posted to a separate Account, not the basic Debtor Account. You should specify Exchange Rate Gain and Loss Accounts are specified on the 'Exchange Rate' card of the Account Usage S/L setting before entering such Receipts, and the gains or losses will then be posted automatically. The balancing must usually take place against the Exchange Rate: usually you cannot make such adjustments by changing the bank fees or the amounts received from Customers.

Complete the Receipt record as described below, then save it using the [Save] button and close the window by clicking the close box. Then, close the browse window using the close box again.

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The Receipt register in Standard ERP:

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