When a client pays an invoice, the details need to be entered into Practice Manager. When receipts are entered, they reduce the total debtor amount for a client.
If payment is receipted against a client but not allocated against a bill, the amount remains Unallocated.
If an over-payment is made by the client, any amounts not allocated against bills remain Unallocated on the debtors receipt.
Unallocated amounts can be allocated against future bills.
Access the Debtors Ledger in Receipt mode for the client. See Accessing the debtors receipt.
(AE) Select the Company from the drop-down to which the receipt is to be paid. Once a company is selected, the Account and Source fields are automatically filled with the company’s details. If required, they can be changed by selecting a different option from the respective drop-downs.
(AO) The Company, Account and Source details will be automatically filled. If required, they can be changed by selecting a different option from the respective drop-downs.
Enter the Date of the receipt. Enter the date in the format dd/mm/yyyy or select it from the drop-down calendar. The default date is the current date.
Enter the Receipt Number. You could use the bill number as the Receipt Number in order to assist with organising ledger data.
Enter a Description for the receipt.
Enter the Amount received from the client.
Select the Style of the receipt for printing.
Select the bill that the receipt is to be allocated against.
You can drill down to allocate the receipt against an item within the bill if required. Click the [+] beside the required bill in the Ledger table. The sub-items open, showing the breakdown of Time and Disbursements or Miscellaneous or Estimate to Complete charges that make up the selected bills. Keep clicking the [+] beside each level until you reach the desired sub-item. You can access bills at the individual employee level from the Ledger table.
Enter the amount in the Allocate column to allocate the receipt against the bill or bill item you have selected. The receipt is allocated.
If you offer an early payment discount to clients, the amount can be entered in the Discount column at this stage.
If the receipt is being allocated to a single invoice, double click in the Allocate column for that bill to automatically enter the amount.
Click Post to update the allocation to the database. A Posting confirmation message is displayed.
You must Post the allocation before moving on to another allocation or task.
Click Yes to continue the posting. The receipt is successfully posted and the updated figures are shown on the Debtors Ledger in Receipt mode.
Click No to cancel and return to the Debtors Ledger in Receipt mode.
Do not select the Cleared checkbox unless you are using the Bank Reconciliation feature.