Receipt of customer payments

If you open the collections via the menu, you will have to select the customer account with the search button or by entering the code. If you access the collections via the customer account sheet, it will be selected automatically.

Depending on the customer account, you will see the contents of the current account.

There are 3 types of data:

- The invoice type whose amount is always debit, this type is always the head of a group (which will be defined later).

- The credit type whose amount is always in credit (essentially an invoice with a negative amount).

- The payment type whose amount is always in credit (all collections made).

The current balance due for the account is on the right at the top of the table.

An invoice type (red) contains information in the balance to pay column, i.e. the balance due for this invoice.
The hyperlinks in the second column allow you to view the document in question.

If credit items are not applied to invoices, they are considered undistributed credits. They will have to be distributed eventually to disappear from the current account.

To distribute a credit, you must click the button (distribute a credit) which will display a selection of undistributed credits.

By clicking the button (on the desired credit line), it will be selected and the list of invoices due will be presented to distribute this credit.

By checking the invoices on which we wish to apply this credit, the amount of the undistributed credit is reduced in favor of the distributed amount. (Bottom right). It is possible to modify the portion of the credit allocated to this invoice in the distribution of the amount paid section (bottom left). When the amount is distributed in full, we can save. If the credit amount is not distributed in full, the balance will be carried over to undistributed credit again.

To make a collection, you must select the button (make a collection).

There are two types of procedures:

- The recommended one is to enter the information on the payment received. The credit reference is the check number, the collection date and the date of the transaction therefore of the deposit, and the amount paid is the amount of the check.

- The other procedure consists of choosing an invoice and then entering the information. This method is valid if and only if a single invoice is paid and the amount of the check is correct. This method sometimes causes errors because the system assumes that the check is exactly the right amount of the invoice which often leads to erroneous collections. In addition, if several invoices are paid this method will not work.

The first method is a fail-safe method and by first entering the payment information we are certain of the accuracy of the collection amount.

Afterwards, by checking the paid invoices, the distribution of the collection will be done automatically and any incorrect amount will be reported.

It is also possible to modify the amount applied to an invoice in the distribution of the amount paid section at the bottom left. Once the distribution is completed, all that remains is to save. If there is an undistributed amount for collection, it will be placed in undistributed credit in the account.

To apply a discount, you must click the button (apply a discount) then, the invoices with a balance due will be presented in a table where they can be selected. Each time an invoice is selected, it appears in the discount distribution section where the discount amount can be entered. In this input box, you can enter either the direct amount of the discount or a percentage that will be converted into an amount by clicking the button . The = button specifies that the amount is direct (by default).

The default discount amount comes from the nominal discount box on the customer's record.

The TOTAL or S-TOT button allows you to change the amount used to calculate the discount. By default, the amount will be the subtotal of the invoice if it exists (it is not an adjustment).

Sometimes an undistributed credit in a customer account needs to be refunded. To refund such a credit, click the button (refund a credit). A list of undistributed refundable credits will be presented in which you can check the credits to be refunded. The refund amount for each credit can be modified in the refund distribution section. Once completed, the total amount will be displayed in the check amount.

You must click the (check) button to compose your refund check.

Complete the check information and click Enter Check before saving everything.

There is a special cashing method used especially in the food industry. This method mainly consists of specifying a list of invoices due, a list of credits to apply and optionally a discount percentage that will be applied together to determine the cashing amount. This method does not allow you to vary the amount paid per invoice or applied per credit. The amount paid must be equal to the amount of the check cashed.

To use this method, click the batch cashing button and a list of invoices due and undistributed credits will be displayed for selection. When selecting a credit, it is possible to check a discount reduction option. This option means that a selected credit will reduce the amount of a discount applied in the next step.

Among the information to be entered, the discount applied globally for this customer, the Credit reference (the check number), the date of cashing, must be entered or confirmed. Subsequently, by clicking the Calculate button, the system will display the total for the selected invoices, the amount for the discount on the invoices, the total of the selected credits and the reduction of the discount according to the credits. The amount paid must be equal to the amount of the check cashed. Once the values ??are confirmed and accepted, you must click on the Calculate OK (completed) button to obtain the save screen.

In the save screen, the transaction summary contains the adjustments that will be made to the customer account. A check mark indicates existing information that will be manipulated and a + indicates information that will be added. By clicking the Save button, the collection will be made and the customer account will be adjusted.

To cancel a collection or a credit, you must click the Cancel a collection/credit button, to display a table of Credits/Collection for which a cancellation is allowed. By selecting a credit or collection, a confirmation page will validate your intention to cancel this credit or collection. By accepting, the save is done and the operation is completed. If the credit or collection in question was applied to one or more invoices, these will be reopened and will include a balance due. The collection transaction will be canceled. A credit will exceptionally be deleted from the invoice register as well as the transaction created by it.

If you are using batch invoice reporting, credit reversal is strongly discouraged. You would need to modify the closing transaction of the day's batch at this point (more difficult). At this point, a debit adjustment (an invoice) would be preferable to cancel this credit.