Introduction to the Receipt Register

As important as the invoicing itself is the filing of incoming payments in the Receipts register. It is by keeping the Invoice and Receipt registers up to date that you can operate an efficient debt-chasing system.

Entering a Receipt

In the Sales Ledger or Cash Book module, select 'Receipts' from the Registers menu, or click the [Receipts] button in the Master Control panel.

The 'Receipts: Browse' window is opened, showing Receipts already entered.

Receipts are numbered consecutively. In the list, the Receipt Number is followed by a check mark if the payment is approved, by the Date, any Reference, the total amount of the payment and finally the Currency. The last two columns do not contain values for Receipts that contain payments in different Currencies.

To enter a new Receipt, click [New] in the Button Bar or use the Ctrl-N (Windows and Linux) or ⌘-N (Macintosh) keyboard shortcut. Alternatively, highlight a Receipt similar to the one you want to enter and click [Duplicate] on the Button Bar.

The 'Receipt: New' window is opened, empty if you clicked [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, the possible rate loss or gain must be posted to a separate Account, not the basic Debtor Account. Exchange Rate Loss and Gain Accounts are specified on card 2 of the Account Usage S/L setting. The balancing must usually take place against the Exchange Rate:bank fees and the amount received cannot be changed.

First a run-through of the fields.
Ser. No.
Paste Special    Select from another Number Series
The number of the Receipt: Hansa will enter the next unused number from the number sequence allocated on the 'Ser Nos' card of the user's Person record or from the Number Series - Receipts setting. You may change this number, but not to one that has already been used.

If you have used the Payment Modes setting to define separate number sequences for each Payment Mode, the Receipt Number will be determined by the default Payment Mode and will change if the Payment Mode is changed. Number sequences defined in the Payment Modes setting are not shown in the 'Paste Special' list.

Trans. Date
Paste Special    Current Date
The Transaction Date for the Receipt: the date when the Receipt is posted to your Nominal Ledger.

Reference
This field can be used if you need to identify the Receipt by any means other than the Receipt Number (e.g. a bank reference in the case of credit transfers or BACS payments).

The Reference is shown in the 'Receipts: Browse' window, allowing you to search for a Receipt with a particular Reference. The Receipt Journal report can also be used to list Receipts with a particular Reference. This Reference will be copied to the Reference field of any Nominal Ledger Transaction generated from this Receipt.

Pay. Mode
Paste Special    Payment Modes setting, Sales/Purchase Ledger
The Payment Mode determines the Nominal Ledger Account to be debited by the Receipt.

On a single Receipt it is possible to enter payments from different Customers against different Invoices. It is also possible to enter payments across Payment Modes: specifying a Payment Mode for any of the individual payments in the grid will override that entered here.

If you have used the Payment Modes setting to define separate number sequences for each Payment Mode, the Receipt Number will be determined by the default Payment Mode and will change if the Payment Mode is changed.

Comment
Default taken from    Payment Mode
The text for the Payment Mode. This text may be changed.
Use the grid area that takes up most of the screen to list the Invoices being paid by this Receipt. A single Receipt can be allocated to several Invoices, and/or feature payments in different Currencies and Payment Modes. The Payment Mode reflects not only the payment method (i.e. cheque, cash or credit card) but also the Bank Account debited. So, all payments received in a single day can be entered using a single Receipt record, irrespective of Currency and of Payment Mode. It is recommended that, to facilitate reconciliation with the bank's statement of account, you should use one Receipt record to represent the monies paid into the bank on a single paying-in slip.

Each record in the Receipt register results in one Nominal Ledger Transaction, with bank or other institution as debit Account.

Flip A

Inv. No.
Paste Special    Open, approved Invoices, Invoice register
The number of the Invoice being paid. On entering an Invoice Number, the Currency, if any, of the Invoice will be brought in and, if the Invoice qualifies for an early settlement discount, a discount row is inserted automatically, together with a suggested discount amount. This is calculated using the formula specified for the appropriate Payment Terms record.

Note that when using 'Paste Special' only unpaid Invoices will appear in the selection list. However, Invoices against which an unapproved Receipt has been entered are treated as unpaid and thus will be listed. Sorting the 'Paste Special' selection by Customer will allow you quickly to find the Invoice that is being paid.

If it is not known which Invoices are being paid by a particular Receipt, leave this field blank and enter the Customer Number in the next field instead. After an Amount has been entered, the 'Distribute Receipt' function on the Operations menu can then be used to allocate the Receipt to the Customer's oldest outstanding Invoices.

If the Receipt is a Prepayment or On Account Receipt from a Customer with an account (marked using the On Account box on the 'Terms' card of the Customer screen) for which an Invoice has not yet been raised, this field should be left blank. An entry can be made to the Prepayment Number field on flip D instead. This is fully described on the On Account Receipts and Prepayments page.

Cust. No.
Paste Special    Customer register
Default taken from    Invoice or Sales Order
Entered by Hansa when the Invoice Number is entered (or when a Prepayment Number that is also an Order Number is entered on flip D).

In the case of account Customers, type in the Customer Number and use the 'Distribute Receipt' function on the Operations menu to select the Invoices being paid.

Pay Date
The date when the payment was made. This date is always the same as the Transaction Date (in the header) and cannot be changed independently.

B. Cur
Paste Special    Currency register, System module
Default taken from    Receipt Currency
The Bank Currency: enter the Currency of the amount as paid into the bank.

So far as the accounting of the Bank Amount is concerned, it does not matter whether the Receipt Currency, the home Currency or the Currency of the Bank Account (specified in the Account register in the System module) is entered here, since the resulting Nominal Ledger Transaction will contain values in all appropriate Currencies. However, it is recommended that all payments on the same Receipt use the same Bank Currency so that a total amount is shown in the Deposited field and in the 'Receipts: Browse' window. In smaller companies, this can help maintain a mental picture of the cash flow situation.

If there are any bank charges attached to this particular payment, they should be entered using the 'New Fee' function on the Operations menu in the Currency specified here.

Bank Amount
Default taken from    Received Value
The amount paid, expressed in the Bank Currency. If the Currency is changed, the Bank Amount is converted using the current conversion rates: these cannot be modified for an individual payment. Do not use this field to subtract bank fees from the amount paid: the 'New Fee' function on the Operations menu is provided for this purpose.

In normal circumstances, you should not change the Bank Amount and Currency. In the case of partial payments or overpayments, change the Received Value (described below) and the Bank Amount will be altered automatically by Hansa, taking exchange rates into account if necessary. If you change the Bank Amount, the Received Value will not be updated automatically, so such an alteration should only be made in exceptional circumstances. Examples might be when you know that the exchange rate that will be levied by the bank is different to the latest rate in Hansa, or when you know the exact amount of the Receipt as added to your bank account. Changing the Bank Amount is therefore effectively the same as changing the exchange rate for a single Receipt row.

R. Cur
Paste Special    Currency register, System module
Default taken from    Invoice
The Receipt Currency: enter the Currency used by the Customer on their payment (for example, the Currency used on the cheque). The default is to the Currency used on the Invoice, but any Currency can be used. If the Currency is changed, the Received Value is converted using the current conversion rates: these cannot be modified for an individual payment.

Received Val
Default taken from    Outstanding amount on Invoice or Sales Order total
The amount paid, expressed in the Receipt Currency. The default can be changed, in the event of partial payments or overpayments. If the Currency is changed, the Received Value is converted using the current conversion rates: these cannot be modified for an individual payment. If the amount is altered before the Currency, the conversion will apply to the altered amount.

When a Prepayment Number that is also an Order Number is entered on flip D, the Order total will appear here.
Flip B
I. Cur
The Invoice Currency is the Currency used on the Invoice being paid. This field cannot be changed.

Open Inv. Value
The outstanding amount of the Invoice being paid, in the Invoice Currency. This field cannot be changed.

Invoice Val
The amount being paid, in the Invoice Currency.
Flip C
Text
Hansa will enter the Customer's Name, as entered in the Customer register. You may change this if you wish.

P. Mode
Paste Special    Payment Modes setting, Sales/Purchase Ledger
Enter a Payment Mode, if different from the Payment Mode entered in the header. This allows different payments on the same Receipt to be debited to different Bank Accounts.

Cheque No.
Record the number of the cheque used for the payment here.

If the Type of the Payment Mode is "Received Cheques", this field cannot be left blank. It should contain the Serial Number of a record in the Deposited Cheques register: use 'Paste Special' to ensure the correct record is specified.
Flip D
Order No.
Paste Special    Sales Order register
If the payment is a deposit against a Sales Order, you can enter the number of the Sales Order to this field or to the Prepayment Number field immediately to the right. If you enter it here, the Customer on flip A will be changed to that of the Order, the Bank Amount and Received Value will be changed to the Order total, and the Order Number will be copied to the Prepayment Number field. Please refer to the description of the Prepayment Number field below for full details.

Prepay. No
Paste Special    Sales Order register
If the payment is a Prepayment (i.e. one where it is not possible to specify an Invoice Number on flip A), an entry should be made to this field. This can be a number of your own generation, the number allocated to the prepayment by the Customer or, preferably, the number of the Sales Order against which the deposit has been received. If you want to ensure that only Sales Order Numbers can be used, switch on the Use Sales Order No for Prepayments option in the Down Payments setting in the Sales Orders module. If a Sales Order number is used, the Customer on flip A will be changed to that of the Order, and the Bank Amount and Received Value will be changed to the Order total.

When an Invoice is raised to be set against the Prepayment, the two can be connected using the 'Connect to Prepayment' function on the Operations menu of the Invoice screen. This is fully described on the On Account Receipts and Prepayments page. If a deposit or prepayment exists without a Prepayment Number, it will not be made available to that function and connecting it to an Invoice will be more difficult. Prepayments that do not have a Prepayment Number will not be shown in the Prepayment History report.

It is not compulsory to make an entry to this field if the Invoice Number field on flip A is blank. If you would like to make it so, turn on the Use Prepayments, not On Account option on card 1 of the Account Usage S/L setting. This will also apply to the equivalent field on flip D of the Payment screen in the Purchase Ledger.

It is not necessary to enter a unique number to this field. This allows you to receive more than one deposit against an individual Sales Order. However, using a Prepayment Number more than once may make the Prepayment History report difficult to understand, and may make it difficult to link a particular Prepayment to an Invoice using the 'Connect to Prepayment' function. Therefore you may wish to use the Force Unique Prepayment Numbers option, also on card 1 of the Account Usage S/L setting. This will mean that once a Prepayment Number has been used in an approved Prepayment, you will not be able to use it again.

An Invoice can be raised immediately to be set against the Prepayment. Please refer to the page describing the 'Create Down Payment' Operations menu function for details.
Flip E
V-Cd, VAT Val
These fields are provided for users of the Cash VAT scheme in the UK. If the Book Receipt VAT option in the Account Usage S/L setting is being used, the VAT Code and VAT Value (in the Bank Currency) will be brought in automatically from the Invoice (the VAT Code comes from the first row of the Invoice). When the Receipt is approved, the VAT amount will be moved from the temporary VAT Output Account to the final one (the O/P Account), as specified in the VAT Codes setting in the Nominal Ledger.

In the case of On Account Receipts and Prepayments that have a VAT element, the O/P Account for the VAT Code is credited and the On Account VAT Account specified on card 2 of the Account Usage S/L setting is debited.

These fields are also used in Russia where output (sales) VAT is calculated from monies received (i.e. from Receipts). In the case of deposits that have been received for goods or services that are not going to be delivered until the next month, the supporting Invoice may not have been raised yet, so the 'Create Prepayment Invoice' function on the Operations menu can be used to create and print a Prepayment Invoice for filing.

Take care with these fields when entering On Account Receipts and Prepayments. In the case of On Account Receipts, which do not have an Invoice Number or a Prepayment Number, you must enter a VAT Code manually if you are using the Cash VAT scheme (i.e. if the Book Receipt VAT option is being used). The VAT Value will then be calculated from the Received Value. The Nominal Ledger Transaction resulting from the Receipt will not have a VAT element if the VAT Code or VAT Value are blank. The same is true in the case of Prepayments whose Prepayment Number is not an Order Number. However, in the case of Prepayments whose Prepayment Number is an Order Number, the VAT Code and VAT Value will be brought in automatically from the Order (the VAT Code comes from the first row of the Order).
Flip F
Round Off Acc, Round Off
These fields will be filled automatically by Hansa when the Receipt is approved. This occurs in the situation where an Invoice is to be treated as fully paid if the amount received is slightly different to that outstanding, providing that difference is within an allowable margin. The difference is effectively written off. The margin can be specified separately for each Currency.

The Round Off shows the amount that is written off (in the Invoice Currency), while the Round Off Account shows the Account used. This is taken from card 2 of the Account Usage S/L setting on the following basis:
Write Offs
if the Received Currency is the same as the Invoice Currency, and the Received Currency is not a member of the EMU;

Rate Round Off
if the Received Currency is different to the Invoice Currency, and the Received Currency is not a member of the EMU;

EMU Rate Round Off
if the Received Currency is different to the Invoice Currency, and the Received Currency is a member of the EMU;

EMU Rate Write Off
if the Received Currency is the same as the Invoice Currency, and the Received Currency is a member of the EMU.
Although primarily intended for use by Hansa's Multi-Currency system, non-Multi-Currency users can use this feature as an easy way of automatically writing off small outstanding amounts, reducing the need to use the 'Write off Invoices' Maintenance function. To do this, set an allowable margin (on the 'Round Off' card) in the Currency record representing the home Currency.

For more details about this feature, please refer to the pages describing the 'EMU' and 'Round Off' cards of the Currency screen.

Instal.
Paste Special    Open (unpaid) Instalments
If the Invoice is payable in instalments, specify the instalment being paid here. An Invoice is payable in instalments if it has a Payment Term that refers to a record in the Instalments setting.

Object
Paste Special    Object register, System module
Default taken from    Invoice 'Terms' card or Customer
Up to 20 Objects separated by commas can be allocated to each Receipt row. When a Nominal Ledger Transaction is generated, these Objects will be assigned to the credit posting to the Debtor Account. This will allow detailed analysis by department or cost centre. Objects assigned to the debit posting to the Bank or Cash Account will be taken from the Payment Mode.

If an Invoice Number is specified on flip A, the Objects will be taken from the 'Terms' card of that Invoice. If no Invoice Number is specified (i.e. it is an On Account Receipt or a Prepayment), the Objects will be taken from the 'Contact' card of the Customer.
Flip G
TAX
This field is intended for use in Russia, where a Sales Tax is levied on cash Receipts.

If a Payment Mode with a TAX %, Cash Account and TAX Account on flip D is used in a Receipt, the whole Received Value is paid into the cash or bank Account in the usual fashion. In addition, a percentage of the Received Value (determined by the Tax % on flip D of the Payment Mode) will be credited to the Tax Account with a balancing debit to the Cash Account. That figure is shown here.

B. Cur. 1
The amount received, expressed in Base Currency 1.

In normal circumstances, the Bank Amount and Received Value fields on flip A are sufficient to express the value of the Receipt. If the Received Currency and Bank Currency are different, the Nominal Ledger Transaction resulting from the Receipt will contain values in all appropriate Currencies, converted using the latest Exchange and Base Rates.

If you know the exact amount of the Receipt in Base Currency 1 as added to your bank account (i.e. you know the exchange rate that will be levied by the bank), you can either change the Bank Amount or you can enter the exact figure in Base Currency 1 here. The first of these choices will post to the Bank Rate Gain or Loss Account (specified on card 2 of the Account Usage S/L setting), while the second will post to the Rate Gain or Loss Account. Please click here for full details and an example.

This field must contain a value if so specified for the Payment Mode (using the Force field on flip D).

B. Cur. 2
The amount received, expressed in Base Currency 2.

This field must contain a value if so specified for the Payment Mode (using the Force field on flip D).
Footer
OK
Receipts of most Payment Modes can be approved by clicking this check box. On clicking [Save] to save the Receipt, the Bank Account specified for the Payment Mode will be debited and the Debtor Control Account of the Invoice being paid will be credited. Once this box has been checked, no modifications to the Receipt will be possible.

References in these web pages to approved Receipts are to Receipts whose OK check box has been switched on.

Cust. Info. on Trans.
When a Nominal Ledger Transaction is generated automatically from this Receipt, use this option if you would like to have the Receipt Number, Payment Date and Customer shown on flip E of the Transaction. This applies to the posting to the Debtor Account only.

The check box will be on by default if you are using the Invoice Info on N/L Transaction option on card 1 of the Account Usage S/L setting.

Currency
If the Bank Currency for all payments on the Receipt is the same, that Currency is additionally shown here so that it can be displayed in the 'Receipts: Browse' window.

Deposited
The sum of the Bank Amounts: the total for this Receipt. This field only contains a value if all payments on the Receipt feature the same Bank Currency.

Entering a Receipt - Header

This page describes the fields in the Header of the Receipt record. Please click the following links for descriptions of the fields in the matrix:
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Ser. No.
Paste Special    Select from another Number Series
The unique identifying number of the Receipt. The default will be chosen as follows:
  1. It will be taken from the number sequence allocated to the current user on the 'Number Series' card of their Person record.

  2. It will be taken from the number sequence specified in the Number Series Defaults setting in the System module.

  3. It will be taken from the first valid row in the Number Series - Receipts setting.

  4. It will be the next number following on from the last Receipt entered.
You may change the default, but not to a number that has already been used. If you have defined at least one number sequence in the Number Series - Receipts setting, the number you change to must be inside a valid number sequence.

You will not be able to save a Receipt if the No. does not belong to a valid number sequence. A valid number sequence is one for the period in which the Transaction Date of the Receipt falls and with unused numbers, so this problem will most usually occur at the beginning of a new calendar or financial year. If you change number sequences each year, remember to update your Person records and Number Series Defaults setting if you are using them (steps 1 and 2 above) so that they refer to the new number sequences.

If you are working in a multi-user environment, the Receipt Number will be assigned when you save the Receipt for the first time, chosen as described above and providing you have not already specified a number yourself.

If you have used the Payment Modes setting to define separate number sequences for each Payment Mode and are using the Common Number Series option in the Cash Book Settings setting, the Receipt Number will be determined by the default Payment Mode and will change if you change the Payment Mode. Number sequences defined in the Payment Modes setting are not shown in the 'Paste Special' list.

Payment Mode
Paste Special    Payment Modes setting, Sales/Purchase Ledger
The Payment Mode represents both the method of payment (e.g. cheque, credit card or cash) and the Account that will receive the payment (e.g. a particular bank account or petty cash). It determines the Nominal Ledger Account that will be debited by the Receipt.

The 'Paste Special' list will display the current balances of the Accounts specified in each Payment Mode. If you have Payment Modes representing different bank accounts, this will help you choose the one that is to receive the payment.

You can enter payments from different Customers against different Invoices in a single Receipt record. You can also enter payments with different Payment Modes, by specifying Payment Modes in the individual Receipt rows (flip C). If a Receipt row has its own Payment Mode, the Nominal Ledger Account in that Payment Mode will be debited from that row.

If you have used the Payment Modes setting to define separate number sequences for each Payment Mode and are using the Common Number Series option in the Cash Book Settings setting, the Receipt Number will be determined by the default Payment Mode and will change if you change the Payment Mode.

If a Customer pays using cash, you can record their payment as a Receipt using an appropriate Payment Mode (one that debits the Cash Account), or you can use the Cash In register in the Cash Book module ('Payments' card).

If the Payment Mode is one in which you have specified a Form Template on flip B, this Form Template will be used when you print the Receipt, in place of the Form Template specified in the 'Form Definition' window for the Receipt Forms form.

Auth. Code
If you register a credit card payment using the 'Credit Card Payment' function on the Operations menu, the authorisation code will be copied here automatically.

Trans. Date
Paste Special    Choose date
This date will be used as the Transaction Date in the Nominal Ledger Transaction that will result from the Receipt.

Comment
Default taken from    Payment Mode
This text will be taken from the Payment Modes setting and will be copied to the Text field in the header of the Nominal Ledger Transaction that will result from the Receipt. You can change it if necessary.

Reference
You can use this field if you need to identify the Receipt by any means other than the Receipt Number (e.g. a bank reference in the case of credit transfers or BACS payments).

The Reference will be shown in the 'Receipts: Browse' window, allowing you to search for a Receipt with a particular Reference. You can also list Receipts with a particular Reference in the Receipt Journal report. This Reference will be copied to the Reference field in the Nominal Ledger Transaction that will be generated from the Receipt.

Cust. Info. on N/L Transaction
Default taken from     Account Usage S/L setting, Sales Ledger (Invoice Info on N/L Transaction check box)
When a Nominal Ledger Transaction is generated automatically from a Receipt, this option will cause the Invoice Number, Payment Date and Customer to be copied to flip E of the Transaction row(s) posting to the Debtor Account.

You should use this option if you want to use the Debtors Account report in the Nominal Ledger. This report lists debit and credit postings to the Debtor Account, organised by Customer. In order to provide this analysis, the report needs the Customer Number to be copied to flip E of each Transaction row posting to the Debtor Account.

OK
When you tick this check box and click [Save] to save the Receipt, a Nominal Ledger Transaction will be generated if you have so determined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Receipts setting. This Transaction will debit the Bank or Cash Account specified for the Payment Mode and credit the Debtor Control Account(s) of the Invoice(s) being paid. No further modifications to the Receipt will be possible.

You can use Access Groups to prevent certain users from marking Receipts as OK. To do this, deny them access to the 'OK Receipts' Action.

If you would like a warning to appear every time you save a Receipt that you have not marked as OK, please refer to the Global Warnings on UnOKed Records setting in the System module.
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The Receipt register in Standard ERP:

Go back to:

Entering a Receipt - Matrix Part 1 (Flips A-E)

This page describes the fields on flips A-E of the matrix in the Receipt window. Please click the following links for descriptions of the other cards:
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Use the grid area that takes up most of the Receipt window to list the Invoices being paid by the Receipt. You can receive payment against several Invoices in a single Receipt record, and/or receive payments in different Currencies and Payment Modes. The Payment Mode represents the payment method (i.e. cheque, cash or credit card) and also determines the Bank or Cash Account that will be debited with the value of the payments. So, you can record every payment received in a single day in a single Receipt record, irrespective of Currency and of Payment Mode. To facilitate reconciliation with bank statements, it is recommended that you use one Receipt record to represent the monies paid into the bank on a single paying-in slip.

Each record in the Receipt register will generate a single Nominal Ledger Transaction, with bank or other institution as debit Account (taken from the Payment Mode). If a Receipt has several rows, there will usually be a single debit posting, unless you are using the Separate Row per Receipt Row on Bank A/C option in the Account Usage S/L setting.

To add a row to a Receipt, click in any field in the first blank row and enter appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a row, click on the row number where the insertion is to be made and press Return.

You can bring several Invoices into a Receipt at once by opening the 'Invoices: Browse' or 'Paste Special' windows, selecting a range of Invoices by clicking while holding down the Shift key, and then dragging them to the Invoice No field in the first empty Receipt row. You can also copy a list of Invoice Numbers from a spreadsheet or word processor and paste them in the Invoice No field in the first empty row.

Flip A

Invoice No.
Paste Special    Open Invoices
The number of the Invoice being paid. This must be an Invoice that has been marked as OK.

When you enter an Invoice Number, the Open Invoice Value (the amount outstanding) will be brought in to the Received Value field as a default, and this figure will also be shown in the Open Inv. Value field on flip B. The Currency, if any, of the Invoice will be brought in to the Received Currency field.

If the Invoice qualifies for an early settlement discount, a discount row will be added to the Receipt automatically, together with a suggested discount amount. This will be calculated using the formula specified in the appropriate Payment Term record. If you want to add an ad hoc settlement discount, use the 'Add Settlement Discount' function on the Row menu.

A message will appear if the Invoice is payable in instalments. If so, go to flip G and enter the instalment being paid in the Instalment field, using 'Paste Special'.

The 'Paste Special' list will only include open (unpaid) Invoices. If you have saved a Receipt without marking it as OK, the Invoice(s) in that Receipt will continue to be treated as unpaid and so will still be included in the 'Paste Special' list. It is therefore recommended that you do not leave Receipts for too long without marking them as OK, to minimise the risk of quoting Invoices in Receipts more than once.

If you do not know which Invoices are being paid by a particular Receipt, leave this field blank and enter the Customer Number in the next field instead. After you have entered the value of the payment in the Received Value field, use the 'Distribute Receipt' function on the Row menu to allocate the Receipt to the Customer's outstanding Invoices. Depending on the option you have chosen in the Receipts Setting, the payment will be allocated to Invoices in Invoice Number order (starting with the lowest) or in Due Date order (starting with the oldest).

You cannot receive payment against an Invoice in a Receipt whose Transaction Date is earlier than the Invoice Date of the Invoice.

You can receive a payment made by a Customer without reference to a specific Invoice (e.g. a deposit paid by the Customer before you have issued them with an Invoice). Such a Receipt is known as a "Prepayment Receipt" or "On Account Receipt". Leave this field blank when entering Prepayments and On Account Receipts, and specify the Customer as normal in the field to the right. In the case of Prepayments, enter a Prepayment Number on flip D as well. The Customer must be one with a Contact record in which you have selected the On Account option on the 'Terms' card. Please refer to the Prepayments and On Account Receipts page for more details.

Customer
Paste Special    Customers in Contact register
Default taken from    Invoice or Sales Order
The Customer Number will be placed here automatically when you enter an Invoice Number (or when you enter an Order Number on flip D).

If you are entering an On Account Receipt, choose a Customer using 'Paste Special'.

Text
The Customer's Name will appear here when you enter the Invoice or Customer Number. You may change this if you wish.

Pay. Date
The date when the payment was made.
If you change the Transaction Date (in the header), the change will usually be copied to this field. If you are not using the Allow Trans. Date Changing option in the Transaction Settings setting in the Nominal Ledger, you will not be able to change this date in any other way. This effectively means that this date will always be the same as the Transaction Date. If you are using the Allow Trans. Date Changing option, you will be able to change this date, allowing the Transaction and Pay. Dates to be different.

B. Cur.
Paste Special    Currency register, System module
Default taken from    Account specified in the Payment Mode, or Base Currency 1
The Currency of the bank account.

If you have specified a Currency in the bank or cash Account (i.e. the Account specified in the Payment Mode), you can only use that Currency. Otherwise, you can use any Currency.

If every row in a Receipt uses the same Bank Currency, the total amount received will be shown in the Deposited field in the footer and in the 'Receipts: Browse' window. In smaller companies, this can help maintain a mental picture of the cash flow situation.

If there are any bank charges attached to a particular Receipt, you should enter them using the 'Add Fee' function on the Row menu, in the Currency specified here.

Bank Amount
Default taken from    Received Value
The amount paid, expressed in the Bank Currency. If you change the Currency, the Bank Amount will be converted using the exchange rate applying on the Transaction Date. Do not use this field to subtract bank fees from the amount paid: the 'Add Fee' function on the Row menu is provided for this purpose.

In normal circumstances, you should not change the Bank Amount and Currency. If you need to register a partial payment or an overpayment, you should change the Received Value (described below). The Bank Amount will be altered automatically, taking exchange rates into account if necessary.

If you change the Bank Amount, the Received Value will not be updated automatically. You should only make such an alteration in exceptional circumstances, such as when you know that the exchange rate that will be levied by the bank is different to the rate in Standard ERP, or when you know the exact amount added to your bank account by the Receipt. Changing the Bank Amount is therefore effectively the same as changing the exchange rate in a particular Receipt row. In the resulting Nominal Ledger Transaction, a posting to the value of the difference between the original Bank Amount and your amended figure will be made to the Bank Rate Gain or Loss Accounts specified in the Account Usage S/L setting.

If you need to change the amount added to your bank account by the Receipt row, but you the difference to be posted to the Rate Gain or Loss Accounts (also as specified in the Account Usage S/L setting), do not change the figure in this field but instead enter the amount in the Bank Amt in Cur. 1 field on flip I.

R. Cur.
Paste Special    Currency register, System module
Default taken from    Invoice
The Receipt Currency: enter the Currency used by the Customer on their payment (for example, the Currency used on the cheque). The default is the Currency used in the Invoice, but you can use any Currency. If you change the Receipt Currency, the Received Value will be converted using the exchange rate applying on the Transaction Date.

Received Value
Default taken from    Outstanding amount on Invoice or Sales Order total
The amount paid, expressed in the Receipt Currency. You can change the default figure in the event of partial payments or overpayments. If you change the Receipt Currency, the Received Value will be converted using the exchange rate applying on the Transaction Date. If you change the amount before changing the Currency, the conversion will apply to the altered amount.

If you are using the Disallow over-receive Invoice option in the Account Usage S/L setting, you will not be able to enter a Received Value that is greater than the value outstanding on the Invoice. If the Customer has overpaid, you should enter the over-payment in a separate row as an On Account Receipt or Prepayment.

If you enter an Order Number on flip D, the Order total will appear here.

You can use Access Groups to prevent the saving of Receipts in which there is at least one row with a negative Received Value. To do this, deny access to the 'Negative Amount on Receipt' Action.

Flip B

I. Cur.
The Invoice Currency is the Currency used in the Invoice being paid. This field cannot be changed.

Open Inv. Value
The outstanding amount of the Invoice being paid, in the Invoice Currency. This value cannot be changed.

Invoice Value
The amount being paid, in the Invoice Currency.

Flip C

P. Mode
Paste Special    Payment Modes setting, Sales/Purchase Ledger
Enter a Payment Mode, if different from the Payment Mode entered in the header. This allows different payments on the same Receipt to be debited to different Bank Accounts.

Cheque No.
Record the number of the cheque used for the payment here.

If you have specified a Payment Mode whose Type is "Received Cheques" (either in a particular Receipt row or in the Receipt header), this will signify that you will record or have recorded the cheque that was used for the payment in the Open Cheque register in the Cheques module. Enter here the Serial Number (i.e. not the Cheque Number) of the Open Cheque record that you wish to use.

If you or a bookkeeper have already recorded the cheque that was used for the payment in the Open Cheque register, you can use the following methods to choose the cheque:
  1. You can use 'Paste Special' from the Cheque Number field to choose the appropriate Cheque. 'Paste Special' is only available from this field if the Type of the Payment Mode is "Received Cheques", and it will only list Open Cheques (i.e. Cheques whose Status is "Registered").

  2. Click in any field in the row and then open the Row menu by right-clicking (Windows) or ctrl-clicking (Mac OS X) the row number. Select 'Distribute Cheques' from the menu. The cheque number of the earliest Open Cheque with the same Customer will be brought in.
In both cases, if you choose an Open Cheque with an Amount greater than the outstanding value of the Invoice being paid, the cheque number will be copied to any following row(s) with the same Customer until the Cheque Amount is used up. If there is still some of the Cheque Amount remaining, a new row will be added to the Receipt, so that you can register the remainder of the Cheque Amount as an On Account Receipt or a Prepayment. If the Cheque Amount is lower than the outstanding value of the Invoice being paid, the Received Value and Bank Amount will be changed to the Cheque Amount. This allows you to register a partial payment. If the Open Cheque register contains more than one Cheque with the same Customer, the 'Distribute Cheques' function will use as many Cheques as necessary.

If you have not recorded the cheque that was used for the payment in the Open Cheque register, click in any field in the row and then choose 'Cheque' from the Create menu. A new Cheque record will be opened, already containing the Customer Number and Name, Bank Currency, Transaction and Effect. Dates and Amount. If there are several Receipt rows receiving payments from the same Customer, the total Bank Amount from the row in which you clicked and all later rows will be copied to the Cheque. For example, if there are three Receipt rows receiving payment from the same Customer and you clicked in the second row before selecting the function, the total Bank Amount from the second and third rows will be copied to the Cheque. Enter the Cheque No. and save the Cheque. It will be closed, and the Serial Number of the Cheque record will be copied to the Cheque Number field on flip C of the Receipt row(s).

In all three cases, if an Invoice is payable in instalments, you should specify the instalment on flip G before entering the cheque number. You should also ensure any settlement discounts are included in the Receipt. This will ensure that when the Cheque Amount is distributed to the Receipt rows, the instalment value or the outstanding value less settlement discount provides the basis of the calculation.

In Argentina (i.e. if the VAT Law in the Company Info setting is "Argentinean"), you must specify a Cheque Number if the Type of the Payment Mode is "Received Cheques".

When you mark the Receipt as OK and save, the Status of the relevant Cheques will be changed from "Registered" to "Accepted" (i.e. they will no longer be Open).

As mentioned above, you must specify an Open Cheque (i.e. a Cheque whose Status is "Registered") in this field. There is one exception to this rule: if the Received Value is negative, you must specify a Cheque whose Status is "Accepted". In this case, when you mark the Receipt as OK and save, the Status of the relevant Cheque will be changed from "Accepted" to "Cancelled"

If you have specified a Payment Mode whose Type is "Credit Card" (either in a particular Receipt row or in the Receipt header), this will signify that you have received a payment by credit card that you have recorded in the Credit Card Slip register in the Cheques module. In this case, you will be able to choose the Credit Card Slip using 'Paste Special'. As with cheques, the value of the Credit Card Slip will be distributed to the Receipt rows as appropriate. When you mark the Receipt as OK and save, the Status of the relevant Credit Card Slips will be changed from "Received" to "Deposited".

If the Type of the Payment Mode is not "Received Cheques" or "Credit Card", the 'Paste Special' feature will not be available, and the cheque number that you specify need not refer to a record in the Cheque or Credit Card Slip registers. In this case, you can simply use this field to record the cheque number of the cheque that was used for the payment.

Flip D

Order No.
Paste Special    Sales Order register
If the payment is a deposit against a Sales Order (i.e. it is a Prepayment), you can enter the number of the Sales Order to this field or to the Prepayment Number field immediately to the right. If you enter it here, the Customer on flip A will be changed to the one in the Order (or to the Invoice To Customer in the Order if there is one), the Bank Amount and Received Value will be changed to the Order total, and the Order Number will be copied to the Prepayment Number field. Please refer to the description of the Prepayment Number field immediately below for full details.

You can use Access Groups to ensure that you can only receive Prepayments against Orders that have been marked as OK. To do this, give all users Full access to the 'Disallow Prepayment for not OKed Order' Action. It will then not be possible to save a Receipt if this field contains the Order Number of an Order that has not been marked as OK.

Prepayment No
Paste Special    Open Prepayments
If the payment is a Prepayment (i.e. one where it is not possible to specify an Invoice Number on flip A), you should enter a Prepayment Number here. This can be a number of your own generation, the number allocated to the prepayment by the Customer or, preferably, the number of the Sales Order against which you have received the deposit. If you want to ensure that only Sales Order Numbers can be used, select the Use Sales Order No. for Prepayments option in the Down Payments setting in the Sales Orders module. If you enter a Sales Order Number in the field immediately to the left, it will be copied here.

When you raise an Invoice to be set against the Prepayment, you can connect the two using the 'Connect to Prepayment' function on the Operations menu of the Invoice window. This is fully described on the Prepayments and On Account Receipts page. If a deposit or prepayment exists without a Prepayment Number, it will not be made available to that function and connecting it to an Invoice will be more difficult. Prepayments that do not have a Prepayment Number will not be shown in the Prepayment History S/L report.

It is not compulsory to make an entry to this field if the Invoice Number field on flip A is blank. If you would like to make it so, select the Use Prepayments, not On Account option on the 'Debtors' card of the Account Usage S/L setting. This option applies to both the Sales and Purchase Ledgers.

It is not necessary to enter a unique number to this field. This allows you to receive more than one deposit against an individual Sales Order. However, using a Prepayment Number more than once may make the Prepayment History S/L report difficult to understand, and may make it difficult to link a particular Prepayment to an Invoice using the 'Connect to Prepayment' function. Therefore you may wish to use the Force Unique Prepayment Numbers option, also on the 'Debtors' card of the Account Usage S/L setting. This will mean that once you have used a Prepayment Number in an approved Prepayment, you will not be able to use it again (except when reversing the Prepayment i.e. except when the Received Value is negative).

You can immediately raise an Invoice to be set against the Prepayment. Please refer to the page describing the 'Down Payment' function on the Create menu for details.

Flip E

V-Cd, VAT Value
These fields are only used if you are using the Post Receipt VAT and/or Post Prepayment VAT options on the 'VAT / Tax' card of the Account Usage S/L setting. Users of the Cash VAT scheme in the UK will need to use both options, users resident in the Baltic States may only need to use the Post Prepayment VAT option, and users in Poland may only need to use the Post Receipt VAT option.

If you are using the Post Receipt VAT option, your output VAT liability is calculated from your Receipts, not from your Invoices. In this case, the VAT Code and VAT Value (in the Bank Currency) will be brought in to these fields automatically when you enter an Invoice Number on flip A (separate rows will be added to the Receipt for each VAT Code used in the Invoice). When you mark the Receipt as OK and save, the VAT amount will be moved from the temporary Output VAT Account to the final one (the O/P Account), as specified for each VAT Code in the VAT Codes setting in the Nominal Ledger.

The Post Receipt VAT option also adds a VAT element to On Account Receipts. Once again, the O/P Account for the VAT Code will be credited and the Output Account for the VAT Code will be debited with the VAT amount.

Take care with these fields when entering On Account Receipts. As an On Account Receipt does not have an Invoice Number or a Prepayment Number, you must enter a VAT Code manually if you are using the Cash VAT scheme (i.e. if you are using the Post Receipt VAT option). The VAT Value will then be calculated from the Received Value. The Nominal Ledger Transaction resulting from the Receipt will not have a VAT element if the VAT Code or VAT Value is blank.

If you would like VAT to be posted from Prepayments, you should select the Post Prepayment VAT option on the 'VAT / Tax' card of the Account Usage S/L setting. When you enter a Sales Order Number in the Order No. field on flip D, the VAT Code and VAT Value will be brought in automatically from the Order providing every row in the Order has the same VAT Code (otherwise you will need to specify the VAT Code and Value manually). If you enter a Prepayment that is not connected to an Order (i.e. you leave the Order No. field empty and instead specify a Prepayment No.), you should enter a VAT Code manually. The VAT Value will then be calculated from the Received Value. In both cases, the VAT Value will be debited to the Prepayment VAT Account specified in the Account Usage S/L setting and credited to the O/P Account for the VAT Code.

In all cases, if a particular VAT Code does not have an O/P Account, the VAT (A/C) Account from the 'VAT / Tax' card of the Account Usage S/L setting will be used instead.

These fields are also used in Russia where output (sales) VAT is calculated from monies received (i.e. from Receipts). In the case of deposits that have been received for goods or services that are not going to be delivered until the next month, the supporting Invoice may not have been raised yet, so you can use the 'Prepayment Invoice' function on the Create menu to create and print a Prepayment Invoice for filing.

In the Nominal Ledger Transaction generated from this Receipt, by default this VAT Code will not be assigned to the postings to the VAT Accounts described above. If you want it assigned to these postings, use the Add VAT Code to VAT A/C rows option in the Transaction Settings setting in the Nominal Ledger.

T-Cd
Paste Special    Tax Templates setting, Nominal Ledger
In some countries, Tax Templates are used instead of VAT Codes to determine the rate at which VAT or sales tax will be charged on sales and the Output VAT Account that will be credited with the VAT or sales tax value. VAT Codes should be used where each sales and purchase transaction (e.g. each row in an Invoice) is taxed at a single rate, while Tax Templates should be used where different taxes and/or several tax rates are applied to one transaction (e.g. to one row).

If you need to use Tax Templates, you should first choose the Use Tax Templates for Tax Calculation option in the Transaction Settings setting in the Nominal Ledger. This option will cause a Tax Template field ("T-Cd") to appear here instead of the VAT Code field ("V-Cd").

Having done so and if you are also using the Post Receipt VAT option in the Account Usage S/L setting, the Tax Template Code and tax value (in the Bank Currency) will be brought in to the T-Cd and VAT Value fields on flip E of a Receipt row automatically when you enter an Invoice Number on flip A. Separate rows will be added to the Receipt for each Tax Template Code used in the Invoice. When you mark the Receipt as OK and save, the tax value(s) will be moved from the temporary Output VAT Accounts to the final ones (the O/P Accounts), as specified in the VAT Codes setting in the Nominal Ledger for each VAT Code in the Tax Template(s).

Extra Tax
This field will be used when Nominal Ledger Transactions from Prepayment Receipts are to include VAT and an Extra Tax element.

Nominal Ledger Transactions from Prepayment Receipts will include VAT if you are using the Post Prepayment VAT option on the 'VAT / Tax' card of the Account Usage S/L setting. They will also include an Extra Tax element if the VAT Code has a Tax % and Tax A/C specified on flip B.

When you enter a Sales Order Number in the Order No. field on flip D of a Receipt row, any Extra Tax in the Order will be brought in to this field automatically. The VAT Code and VAT Value will also be brought in automatically from the Order providing every row in the Order has the same VAT Code. Otherwise you will need to specify the VAT Code and VAT Value manually. If you need to change the Received Value (e.g. if the Prepayment is not for the full Order value), check there is a VAT Code in the row first, so that the VAT Value and Extra Tax can be recalculated automatically.

When you mark the Receipt as OK and save, the Extra Tax amount will be debited to the Tax Accrual Account specified on the 'VAT / Tax' card of the Account Usage S/L setting and credited to the Tax Account for the VAT Code.

Extra Tax will only be posted from Prepayments, not from On Account Receipts or from Receipts that receive payment against Invoices.
Flips F-J are described in Part 2 here.

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The Receipt register in Standard ERP:

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Entering a Receipt - Matrix Part 2 (Flips F-J and Footer)

This page describes the fields on flips F-J of the matrix in the Receipt window, and the fields in the footer of the same window. Please click the following links for descriptions of the other cards:
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Flip F

Objects
Paste Special    Object register, Nominal Ledger/System module
Default taken from    Invoice ('Terms' card) or Contact record for the Customer (Sales Objects)
You can assign up to 20 Objects, separated by commas, to each Receipt row. This will allow detailed analysis by department or cost centre.

In the Nominal Ledger Transaction is generated from a Receipt, these Objects will be assigned as follows:
  1. By default, they will be assigned to the credit posting to the Debtor Account.

  2. If you are using the Objects on Bank A/C option in the Account Usage S/L setting, they will be assigned to the debit posting to the Bank or Cash Account. This will be in addition to any Objects specified in the Payment Mode, which will always be assigned to the Back or Cash Account.

  3. If you are using the Objects on VAT Account option in the same setting ('VAT / Tax' card) together with the Post Receipt VAT and/or Post Prepayment VAT options, they will be assigned to all VAT postings.
If you specify an Invoice Number on flip A, Objects will be copied here from the 'Terms' card of that Invoice, providing you are using the Objects on Debtors Account option in the Account Usage S/L setting.

In the case of On Account Receipts and Prepayments, Objects will also be copied here, providing you are again using the Objects on Debtors Account option. When you enter a Customer Number for an On Account Receipt or for a Prepayment that is not connected to a Sales Order, they will be taken from the Sales Objects field on the 'Accounts' card of the Contact record for the Customer. When you enter an Order Number in the Order No. field on flip D for a Prepayment that is connected to a Sales Order, they will be taken from the Objects field on the 'Terms' card of the Order.

Flip G

Round Off A/C, Round Off
These fields will be used in the situation where an Invoice is to be treated as fully paid if the Received Value is slightly different to the amount that is outstanding, providing that the difference is within an allowable margin. The difference will effectively be written off.

For example, if the allowable margin is 0.50 and you receive a cheque underpaying an Invoice by 0.35, the 0.35 will be written off (posted to a write-off Account) and the Invoice will be treated as fully paid. When you save the Receipt in this example, 0.35 will be placed automatically in the Round Off field, and the write-off Account will be placed in the Round Off A/C field. But, if the cheque underpays the Invoice by 0.65, that amount will remain outstanding. In this case, the Round Off and Round Off A/C fields will remain empty.

If you want to use this feature, set the allowable margin in the Automatic Round Off Limit and Automatic Write Off Limit fields on the 'Round Off' card of the Currency record for the Received Currency. The Write Off Limit will be used when the Received Currency is the same as the Currency in the Invoice being paid, while the Round Off Limit will be used when the Received Currency is different to the Invoice Currency. The remaining outstanding amount on an Invoice will be written off if it is less than the Write Off or Round Off Limit when expressed in the Invoice Currency.

The Round Off A/C will be taken from the 'Exchange Rate' card of the Account Usage S/L setting on the following basis:
Write Offs Gain, Write Offs Loss
Used when the Received Currency is the same as the Invoice Currency, and the Received Currency is not a member of the EMU;

Rate Round Off
Used when the Received Currency is different to the Invoice Currency, and the Received Currency is not a member of the EMU;

EMU Rate Round Off
Used when the Received Currency is different to the Invoice Currency, and the Received Currency is a member of the EMU;

EMU Rate Write Off
Used when the Received Currency is the same as the Invoice Currency, and the Received Currency is a member of the EMU.
You can change the Round Off A/C in a Receipt row if necessary. However the Round Off figure will be recalculated each time you save the Receipt, so cannot be changed.

If you set Write Off and Round Off Limits in a Currency record, the same limits will be used in both the Sales and Purchase Ledgers. You will therefore be implementing the feature in both Ledgers.

You can set Write Off and Round Off Limits in the Currency record that represents your home Currency, meaning you can use this feature as an easy way of automatically writing off small outstanding amounts in domestic Invoices (i.e. those in your home Currency), reducing the need to use the 'Write off Invoices' Maintenance function.

For more details about this feature, please refer to the pages describing the 'EMU' and 'Round Off' cards of the Currency window.

Instalment
Paste Special    Open (unpaid) Instalments
If an Invoice is payable in instalments, specify the instalment being paid here. An Invoice is payable in instalments if it has a Payment Term that refers to a record in the Instalments setting.

If you have specified an Invoice Number on flip A, the 'Paste Special' function will only list the open instalments for that Invoice. If you have not specified an Invoice Number, the 'Paste Special' function will list the open instalments for all Invoices.

When you choose an instalment, the Bank and Received Values will change to the open instalment value and, if the relevant fields were previously blank, other related information will be such as Customer Number and Invoice Number will be brought in as well.

Reference Number
Default taken from    Invoice (Reference)
The Reference is used in Argentina, where you must enter a Branch Office Number in the Reference Number field in a row if the Type of the Payment Mode applying to the row is "Withholding", "Regional Withholding" or "VAT Withholding". This information will be included in export files created by the 'Regional Withholdings (Argentina)' Export function in the Sales Ledger and in the Customer Withholdings report. Please refer to your local HansaWorld representative for more details.

You can also use this field in Australia to ensure Receipt rows are exported separately by the 'Export Direct Debit' function on the Operations menu of the 'Receipts: Browse' window.

Flip H

Debtors A/C
Paste Special    Account register, Nominal Ledger/System module
This field shows the Debtor Account that will be credited from the Receipt row, when you mark the Receipt as OK and save it.

If you enter an Invoice Number on flip A, the Debtor Account from the Invoice will be brought in.

If you leave the Invoice Number blank and enter a Customer Number on flip A or an Order Number on flip D, the relevant On Account A/C for that Customer will be brought in.

In both cases, you can change the Account if necessary.

Comment
Record here any comment about the Receipt row. If you use the 'Workflow Activity' function on the Create menu to create an Activity from a Receipt row, this Comment will be copied to the Text field in the Activity.

Flip I

To B. Cur. 1
This field is also on flip J and is described below.

Bank Amt in Cur. 1
The amount received, expressed in Base Currency 1.

In normal circumstances, the Bank Amount and Received Value fields on flip A are sufficient to express the value of the Receipt. If the Received Currency and Bank Currency are different, the Nominal Ledger Transaction resulting from the Receipt will contain values in all appropriate Currencies, converted using the Exchange and Base Rates applying on the Transaction Date.

If you know the exact value of the Receipt in Base Currency 1 as added to your bank account, you can either change the Bank Amount (assuming the Bank Currency is Base Currency 1) or you can enter the exact figure in Base Currency 1 here. The first of these choices will post the difference between the original Bank Amount and your amended figure to the Bank Rate Gain or Loss Account (specified on the 'Exchange Rate' card of the Account Usage S/L setting), while the second will post the rate differences to the Rate Gain or Loss Account specified in the same setting. Please click here for full details and an example.

If you don't know the value of the Receipt in Base Currency 1, but you do know the exchange rate, you can use the fields on flip J to enter that exchange rate. A calculated value will then be placed in this field.

This field must contain a value if so specified for the Payment Mode (using the Force field on flip D).

Bank Amt in Cur. 2
The amount received, expressed in Base Currency 2.

This field must contain a value if so specified for the Payment Mode (using the Force field on flip D).

Flip J

Rate, To B. Cur. 1, To B. Cur. 2
In a Receipt where the Received Currency and Bank Currency are different and you know the exact value of the Receipt in Base Currency 1, you can enter that value in the Bank Amt. in Cur. 1 field on flip I. Please refer to the description of that field above for the implications.

If you don't know the value of the Receipt in Base Currency 1, but you do know the exchange rate, you can use these fields to enter that exchange rate. If the Bank Currency is Base Currency 1, this means the exchange rate between the Received Currency and Base Currency 1. If the Bank Currency is not Base Currency 1, this means the exchange rate between the Bank Currency and Base Currency 1. A calculated value will then be placed in the Bank Amt. in Cur. 1 field (and in the Bank Amount field if the Bank Currency is Base Currency 1).

Each of these fields corresponds to one of the fields in the Exchange Rate record, as shown in the illustration below:

If you make an entry in one of these fields, you are effectively overriding the corresponding field in the Exchange Rate record. For example, the Exchange Rate in the illustration states that 1 USD will buy 0.6 in Base Currency 1. 0.7 has been entered in the To B. Cur. 1 field in the Receipt row, changing the exchange rate for that row to 1:0.7 (the Rate and To B. Cur. 2 fields are blank in the Receipt row, signifying that these figures are still to be taken from the corresponding fields in the Exchange Rate record).

If you have entered your Exchange Rates so that they express how many units of the foreign Currency will be bought by one unit of Base Currency 1, you will have an Exchange Rate of 1.6666:1 instead of 1:0.6. To make the equivalent change in a particular Receipt row, enter 1.42857 in the Rate field to change to 1.42857:1.

As changing the exchange rate will cause a calculated value to be placed in the Bank Amt. in Cur. 1 field, the difference between the original Bank Amount and your amended figure will be posted to the Rate Gain or Loss Account (specified on the 'Exchange Rate' card of the Account Usage S/L setting).

Base Rate 1, Base Rate 2
If you are using the Dual-Base Currency conversion system, you can use these two fields to set the exchange rate between your two Base Currencies for a particular Receipt row.

Where the Rate, To B. Cur. 1, To B. Cur. 2 fields described immediately above each correspond to a field in the Exchange Rate record, in a similar manner these fields both correspond to a field in the Base Currency Rates record, as shown in the illustration below. If you enter a figure in one of these fields, you will overrule the figure in the corresponding field in the Base Currency Rates record.

Footer

Currency
If every row in a Receipt has the same Bank Currency, that Currency will additionally be shown here so that it can be displayed in the 'Receipts: Browse' window.

Deposited
The sum of the Bank Amounts: the total for the Receipt. This field will only contain a value if every row in the Receipt has the same Bank Currency.
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The Receipt register in Standard ERP:

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Receipts in Currency

If you have issued Invoices in a foreign Currency, it may be necessary to calculate a rate loss or gain. By the time the payment in currency reaches you, it may convert to a different amount in your home Currency compared to the Invoice. So, in order for the credit posting to the Debtor Account to be balanced by the debit posting to the bank, a rate loss (or gain) must be debited (or credited) to a third Account (for Exchange Rate losses and gains). In fact it is possible to have separate Accounts for rate losses and rate gains. These Accounts are specified on card 2 of the Accounts Usage S/L setting. It is usually against the exchange rate that the balancing must take place:bank fees and the amount received are not usually changeable.

In the Nominal Ledger Transaction created from a Receipt in Currency, that Currency together with the Exchange Rate used will be noted in the Text field.

More details about Receipts in Currency can be found here.

Checking and Approving Receipts

Before a Receipt is approved, it should be checked to ensure that no mistakes have been made in entering it to Hansa.

Once it has been checked, there are two ways to approve a Receipt:

  1. Click the OK check box with the Receipt on screen and then save it by clicking [Save].

  2. Select a Receipt by clicking on it in the 'Receipts: Browse' window, and select 'OK' on the Operations menu. By holding down the Shift key you can highlight a batch of Receipts to approve at a single stroke using this method.
The approval causes the Receipt to be inserted into your Sales Ledger. Except when expressly instructed otherwise, only approved Receipts are shown in the reports. Just as with Invoices, if so defined in the Sub System setting in the Nominal Ledger, a Nominal Ledger Transaction is generated and passed to the Nominal Ledger when the Receipt is approved.

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After approving a Receipt, it cannot be altered.

Nominal Ledger Transactions from Receipts

When a Receipt is approved and saved, a Nominal Ledger Transaction will be generated automatically if you have so determined in the Sub System setting in the Nominal Ledger. Please refer here for full details of this Transaction.

Once the Transaction has been generated, you can look at it straight away using the 'Open NL Transaction' function on the Operations menu.

On Account Receipts and Prepayments

On Account Receipts and Prepayments can be used when you receive payments from Customers without reference to specific Invoices (usually before you have raised the Invoices). These can be entered to the Receipt register without specifying an Invoice Number on flip A. In the case of a Prepayment, a Prepayment Number is specified on flip D instead. In the case of an On Account Receipt, both the Invoice Number and the Prepayment Number are left blank. Please click for full details of Prepayments and On Account Receipts.

On Account Receipts and Prepayments - Prepayments

A Prepayment Receipt is usually used where a Customer has paid a deposit against a Sales Order, before an Invoice has been raised for that deposit.

For each Customer likely to pay deposits, switch on the On Account check box on the 'Terms' card. Then specify a control or suspense Account on card 2 of the Account Usage S/L setting, using the On Account A/C field. A separate suspense Account can be set for each Customer Category.

A Prepayment by the Customer is entered as a Receipt, but leave the Invoice Number blank. Instead, a Prepayment Number should be specified on flip D. This can be a number of your own generation, the number allocated to the prepayment by the Customer or, preferably, the number of the Sales Order against which the deposit has been received. Using 'Paste Special" from this field will open a list of Sales Orders from which the correct one can be chosen. If you want to ensure that only Sales Order Numbers can be used, switch on the Use Sales Order No for Prepayments option in the Down Payments setting in the Sales Orders module. If a Sales Order Number is used, the Customer Number on flip A will change to that from the Sales Order and the Received Value will be changed to the Order value. Change this to the value of the deposit if this is different:

The special Account for on account Customers is 806, since receiving a Prepayment creates a liability. The Nominal Ledger Transaction generated when the Receipt is approved and saved will credit the Received Value to this Account. The debit Account is taken from the Payment Mode as usual:

When a sale is made, an Invoice can be raised. When this is done, the Prepayment can be allocated to that Invoice so that it can be treated as paid.

If you used an Order Number as the Prepayment Number, it is likely that you will create the Invoice from the Order screen using the 'Invoice' Operations menu function. When the 'Invoice: Inspect' window is opened, you will be warned that an open Prepayment (i.e. one that has not yet been allocated to an Invoice) exists in the Customer's name. This will remind you to allocate the Prepayment to the Invoice. If you enter the Invoice directly to the Invoice register, the same warning will appear when you enter the Customer Number. In this case, add the Items sold to the grid area in the usual way.

When you are certain that the Invoice is complete, select 'Connect to Prepayment' from the Operations menu. In the first blank row of the grid area, a reference to the Prepayment is entered. Enter the Prepayment Number of the Receipt row representing the Prepayment, using 'Paste Special' if necessary to bring up a list of open (unallocated) Prepayments. This list shows open Receipt rows with a Prepayment Number and without an Invoice Number. Receipt rows that do not have a Prepayment Number or an Invoice Number will not be in this list: please refer to the On Account Receipts page for details of allocating these to Invoices.

Select a Prepayment from the list by double-clicking. The Prepayment Number is shown in the special Prepayment row. An amount will also be shown. This will be the whole open value of the Prepayment, or the value of the Items including VAT (i.e. the Invoice value) whichever is the lower. This figure will be credited to the Debtor Account when the Invoice is approved and saved, so the Invoice will be treated as paid to that extent.

When the Invoice is approved the consequent Nominal Ledger Transaction will combine the usual Invoice postings with those incurred by allocating a payment against the Invoice. This maintains a correct Sales Ledger for the Customer (the example illustrated includes a cost accounting element):

The status of the Invoice and of the Prepayment will now be as follows:
  1. if the Invoice value is the same as the whole open value of the Prepayment, the Invoice is treated as paid and will not appear in the Open Invoice Customer Statement. The Prepayment is fully used up by the Invoice, so it is no longer regarded as open;

  2. if the Invoice value is less than the whole open value of the Prepayment, the Invoice is treated as paid and will not appear in the Open Invoice Customer Statement. The Prepayment is not fully used up by the Invoice, so the remaining outstanding amount is still regarded as open; or

  3. if the Invoice value is more than the whole open value of the Prepayment, the Invoice is treated as part-paid. The Prepayment is fully used up by the Invoice, so it is no longer regarded as open.
Note that it is important to ensure that the Invoice is complete before selecting 'Connect to Prepayment' from the Operations menu. The function calculates the amount shown in the special Prepayment row: this is the amount which will be credited to the Debtor Account and therefore the amount which goes towards paying off the Invoice. If the Invoice is incomplete when the function is selected to the extent that its total is less than the open value of the Prepayment, the Invoice total will be the amount shown in the special Prepayment row. When the remaining Items and/or Freight are added to the Invoice and it is then approved and saved, this is the figure that will be credited to the Debtor Account. So the Invoice will not be paid off to the extent that it should be, and a proportion of the Prepayment value will remain open.

If you select 'Connect to Prepayment' before the Invoice is complete (it may be that a late change is required) you can either change the amount shown in the special Prepayment row or you can delete the special Prepayment row and use 'Connect to Prepayment' once again. If you choose the former option, you will be prevented from entering an amount that is greater than the open value of the Prepayment, or greater than the Invoice total.

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Ensure the Invoice is complete before using 'Connect to Prepayment'.


If you have used 'Connect to Prepayment' and you are unable to save the Invoice, the probable reason is that the date of the Prepayment is later than that of the Invoice. The date of the Prepayment must be the same as or earlier than that of the Invoice.

On Account Receipts and Prepayments - On Account Receipts

An On Account Receipt is one with no Invoice Number and with no Prepayment Number. It is possible to connect an On Account Receipt to a subsequent Invoice, but the 'Connect to Prepayment' function cannot be used. Instead, the Invoice is first entered and approved without reference to the On Account Receipt. It must then be registered as having been paid by the On Account Receipt. This is done in a Receipt record as a two-step process:

In order to update the Sales Ledger correctly, you must enter the payment information twice as shown above: first as a normal row, and then with a negative sign as an On Account Receipt. The example illustration below shows that an On Account Receipt of 1,000 has been received, some of which has been used up by an Invoice for 164.50 and some of which has gone towards an earlier outstanding balance.

Correcting Mistakes in Receipts

Even with the tightest quality control, it is probable that the occasional mistake will be made when entering Receipts. Once a Receipt has been approved, it cannot be changed, but mistakes can nevertheless be rectified easily using the following procedure. It is important that this procedure be followed, so that the Customer's payment history remains correct.
  1. In the 'Receipts: Browse' window, highlight the Receipt containing the error.

  2. Click [Duplicate]. A new Receipt record is created, an exact copy of the Receipt with the error.

  3. Insert a minus sign in front of the Received Value, ensuring the Received Value figure itself remains unchanged.

  4. Click the OK check box and save the Receipt.

  5. Enter a new, correct, Receipt.

Withholding Taxes in the Sales Ledger

The Withholding Tax feature is available in the following countries (determined by the VAT Law specified in the Company Info setting): Angola, Argentina, Bolivia, Brazil, Chile, Colombia, Costa Rica, El Salvador, Guatemala, Honduras, Italy, Kenya, Mexico, Nicaragua, Panama, Philippines, Portugal, Paraguay, Singapore, South Africa and Uruguay. The settings and options described on this page will not be visible elsewhere.

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In some countries, it is necessary to calculate and apply a Withholding Tax when issuing some or all Sales Invoices. The Withholding Tax amount will be subtracted from the Invoice totals and paid directly to the tax authority or other government institution.

When Withholding Tax is calculated and included in Invoices, it will be posted to a temporary Account. When Customers pay the Invoices, the Withholding Tax will be moved from the temporary Account to a final Account.

Follow these steps to configure the Withholding Tax feature in Standard ERP:

  1. The first step is to activate the calculation of Withholding Taxes in Invoices. To do this, select the Calculate Withholding Taxes option in the Item Settings setting in the Sales Ledger:

  2. Next, specify the Items that are to be subject to Withholding Tax. Open each Item record and tick the Calculate Withholding Taxes box on the 'A/C' card:

    When you configure the formula for calculating Withholding Tax (step 4 below), you will do so at Item Group level. Therefore, ensure that every Item in which you have ticked the Calculate Withholding Taxes box belongs to an Item Group.

  3. In the Withholding Taxes setting in the Purchase Ledger, configure the various Withholding Tax regimes that you will use. For the purposes of sales Withholding Tax, you only need specify an A/C in each tax regime (Taxes T8 and T9 in the example illustration below):

  4. In the Item Group Withholdings setting in the Sales Ledger, define the formulae that will be used to calculate Withholding Tax amounts.
Please click here for more details about step 4 and here for an illustrated example.

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The Receipt register in Standard ERP:

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Withholding Taxes in the Sales Ledger - Item Group Withholdings

The Withholding Tax feature is available in the following countries (determined by the VAT Law specified in the Company Info setting): Angola, Argentina, Bolivia, Brazil, Chile, Colombia, Costa Rica, El Salvador, Guatemala, Honduras, Italy, Kenya, Mexico, Nicaragua, Panama, Philippines, Portugal, Paraguay, Singapore, South Africa and Uruguay. The settings and options described on this page will not be visible elsewhere.

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Use the Item Group Withholdings setting to define the formulae that will be used to calculate Withholding Tax amounts in Sales Invoices. In this setting, you should enter a separate record for each Item Group that contains at least one Item that is subject to Withholding Tax.

To work with the Item Group Withholdings setting, first ensure you are in the Sales Ledger using the [Switch Module] button in the Navigation Centre. Then click the [Settings] button, also in the Navigation Centre, or use the Ctrl-S/⌘-S keyboard shortcut. Double-click 'Item Group Withholdings' in the list. The 'Item Group Withholdings: Browse' window will be opened, showing all Item Group Withholdings records previously entered. Double-click a record in the list to edit it, or add a new record by selecting 'New' from the Create menu in the Button Bar. When the record is complete, save it by clicking the [Save] button in the Button Bar or by clicking the close box and choosing to save changes. To close it without saving changes, click the close box.

Item Group
Paste Special    Item Group register, Sales Ledger
Specify the Item Group on the sale of whose Items Withholding Taxes are to be calculated. After entering the Item Group Number or using the 'Paste Special' function and pressing Return, the Item Group's name will be entered into the Name field below.

Name
The Item Group Name will be brought in when you choose the Item Group in the field above.

Closed
You can mark an Item Group Withholding record as Closed when it is no longer to be used.

Start Date, End Date
Paste Special    Choose date
Use these fields to specify the period of validity of the Item Group Withholding record.

You must enter a Start Date before you can save the record, but you don't need to enter an End Date.
Use the matrix to list the different Withholding Tax regimes that are applicable to Items belonging to the Item Group.
Withh. Tax
Paste Special    Withholding Taxes setting, Purchase Ledger
Specify the Withholding Tax regime that is to be applied to the sales of Items belonging to the Item Group.

When Withholding Tax is calculated and included in Invoices, it will be posted to a temporary Account. When Customers pay the Invoices, the Withholding Tax will be moved from the temporary Account to a final Account. The final Account will be taken from the Withholding Tax regime that you specify here.

Tax %
Specify here the rate at which Withholding Tax will be calculated. If the Tax Base field to the right is empty, this rate will be applied to the full sales value of Items belonging to the Item Group, excluding VAT.

Tmp A/C
Paste Special    Account register, Nominal Ledger/System module
When Withholding Tax is calculated and included in Invoices, it will be posted to a temporary Account. When Customers pay the Invoices, the Withholding Tax will be moved from the temporary Account to a final Account. Specify the temporary Account here.

Tax Base
Use this field if Withholding Tax is not to be calculated on the full sales value of Items belonging to the Item Group, as follows:

  • Enter a figure followed by a percentage sign if you need Withholding Tax to be calculated on a percentage of the full sales value. For example, if you enter "10" in the Tax % field and "50.00%" in this field, Withholding Tax on a sale worth 1000.00 will be calculated as (1000.00 x 50.00%) x 10%.

  • Enter a figure without a percentage sign if you need Withholding Tax to be calculated on a fixed amount. For example, if you enter "10" in the Tax % field and "50.00" in this field, Withholding Tax on a sale worth 1000.00 will be calculated as 50.00 x 10%.
Leave this field empty if Withholding Tax is to be calculated on the full sales value.

Comment
Enter any comment as necessary.
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The Receipt register in Standard ERP:

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Withholding Taxes in the Sales Ledger - Workflow and Example

The Withholding Tax feature is available in the following countries (determined by the VAT Law specified in the Company Info setting): Angola, Argentina, Bolivia, Brazil, Chile, Colombia, Costa Rica, El Salvador, Guatemala, Honduras, Italy, Kenya, Mexico, Nicaragua, Panama, Philippines, Portugal, Paraguay, Singapore, South Africa and Uruguay. The settings and options described on this page will not be visible elsewhere.

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This example describes the automatic calculation of Withholding Tax in Invoices, its posting to a temporary Account, and its moving from the temporary Account to a final Account when Customers pay. Steps 1-4 describe the configuration and subsequent steps the workflow.

  1. Ensure you have selected the Calculate Withholding Taxes option in the Item Settings setting in the Sales Ledger:

  2. Tick the Calculate Withholding Taxes box in each Item that is subject to Withholding Tax, and ensure every such Item belongs to an Item Group:

  3. Create a Withholding Tax regime in the Withholding Taxes setting in the Purchase Ledger. In this context, the purpose of this regime is to provide the final Account for Withholding Tax. So you only need specify a Code and an Account. For this example, Taxes T8 and T9 will be used:

  4. Create separate records in the Item Group Withholdings setting in the Sales Ledger for each Item Group in which there is at least one Item that is subject to Withholding Tax. For the purposes of illustration, in the example below, Items belonging to the "SERV" Item Group will be subject to 10% Withholding Tax (Tax regime T8) and 5% Withholding Tax (Tax regime T9).

  5. Enter Invoices in the usual way. If you add an Item that is subject to Withholding Tax, a special "Withholding Tax" row will be added automatically (one "Withholding Tax" row for each tax regime):

    These rows contain the Withholding Tax Codes, the temporary Accounts (taken from the Item Group Withholdings setting) and the Withholding Tax amounts. When you specify quantities, change Unit Prices and/or add more Items, the Withholding Tax amounts will be recalculated automatically:

    Note that the Withholding Tax is not included in the Invoice TOTAL. In this example, the TOTAL is 320.00 + 64.00 VAT - 48.00 Withholding Tax = 336.00.

  6. Mark the Invoice as OK and save it. In the Nominal Ledger Transaction, the Withholding Tax will be debited from the temporary Accounts specified in the "Withholding Tax" rows in the Invoice. The Invoice TOTAL (i.e. with Withholding Tax subtracted) will be debited to the Debtor Account:

  7. When the Customer pays the Invoice, enter a Receipt as normal. There will be no reference to Withholding Tax:

  8. Mark the Receipt as OK and save it. In the Nominal Ledger Transaction, the Withholding Tax will be credited to the temporary Accounts and debited from the final Withholding Tax Accounts specified in the Withholding Taxes setting.

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The Receipt register in Standard ERP:

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Operations Menu - Receipts

The Operations menus for Receipts are shown above. The first illustration shows the Operations menu for the 'Receipts: Browse' window: highlight one or more Receipts (hold down the Shift key while clicking) in the list before selecting the function. The second illustration shows the Operations menu for the 'Receipt: New' and 'Receipt: Inspect' windows.

Operations Menu - Receipts - OK

This command is available on the Operations menu only from the 'Receipts: Browse' window. It permits the approving of a Receipt and is therefore the equivalent of checking the OK box in a Receipt record. You can also select several Receipts (hold down the Shift key to select a range of Receipts in the list) and approve them all at once. Remember that, if so defined in the Sub System setting in the Nominal Ledger, this action causes Nominal Ledger Transactions to be created for each Receipt in the selection and that therefore once it has been carried out you will no longer be able to modify those Receipts.

Operations Menu - Receipts - Export Direct Debit

You can use the 'Export Direct Debit' function on the Operations menu of the 'Receipts: Browse' window to create files containing direct debit instructions for your bank.

Before using this function, you must choose a Direct Debit File Format in the Bank Transfer setting in the Purchase Ledger. This will determine the format used in the export files created by this function. At the time of writing, the only format supported for this feature is Australia - ABA.

To include a Receipt in a direct debit export file, simply highlight it in the 'Receipts: Browse' window and select 'Export Direct Debit' from the Operations menu. The 'Specify Direct Debit File Export' window will open:

No.
Default taken from    Receipts highlighted in browse window
Range Reporting    Numeric
Specify the Receipt or range of Receipts that you need to be included in the export file.

Period
Paste Special    Reporting Periods setting, System module
Specify the export period: Receipts from the period specified here will be included in the export file.

One payment per customer
By default, each row in a Receipt will be exported separately, resulting in separate lines in the export file. Select this option if you would like Receipt rows with the same Customer to be treated as a single direct debit in the export file (i.e. the Receipt rows with the same Customer will be aggregated into a single line in the export file).

dd>If you would like a particular Receipt row to be kept separate from other rows with the same Customer, assign that row a Reference Number on flip G. Receipt rows with different Reference Numbers will be exported separately (Receipt rows with the same Reference Number/Customer combination will be aggregated).

Click the [Run] button in the Button Bar to proceed. Standard ERP will open a dialogue box where you can name the export file and specify where it is to be saved. Enter a name for the file and click [Save] or press the Enter key. The export file will be created and saved.

You should enter the following information in order for it to be included correctly in Direct Debit export files:

Configuration

  1. In the Banks setting:

    1. Enter a record for your own Bank.

    2. Enter your APCA User Number in the Direct Debit field on the 'Banking File' card.

  2. In the Payment Modes setting:

    1. Enter your bank account number in the Bank A/C No. field in each Payment Mode that you will use in direct debit Receipts.

    2. Enter the name of your bank in the Bank Name field.

    3. Enter the branch identifier or BSB of your bank in the BSB field on flip A. You should include a hyphen as the fourth character.

    4. Enter your Bank (from step 1) on flip D using 'Paste Special'.

  3. In the Contact records for each Customer:

    1. Enter the Customer's bank account number in the Bank Account field.

    2. Enter the name of the Customer's bank in the Account Operator field.

    3. Enter the branch identifier or BSB of the Customer's bank in the BSB field. You should include a hyphen as the fourth character.
Receipts
  1. Add a Reference to each Receipt header.
Exporting
  1. For a Receipt row to be exported, the Bank Account field in the Contact record for the Customer must not be blank.
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The Receipt register in Standard ERP:

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Operations Menu - Receipt - Check Receipt Amounts

This command creates a quick report, only available by using this function. This report shows, for each row on the Receipt, the Invoice being paid, how much was paid and how much remains outstanding.

The Receipt must be saved by clicking the [Save] button in the Button Bar before the report can be produced.

Operations Menu - Receipt - Open NL Transaction

Once a Receipt has been approved and saved, if so defined in the Sub System setting in the Nominal Ledger, a Nominal Ledger Transaction is created. This function allows you to view that Transaction.

On selecting the function, the Transaction will be opened in a new window.

Operations Menu - Receipt - Open Tax Matrix

In some countries, Tax Templates are used instead of VAT Codes. VAT Codes should be used where each sales and purchase transaction (e.g. each row in an Invoice) is taxed at a single rate, while Tax Templates should be used where different taxes and/or several tax rates are applied to one transaction (e.g. to one row).

If you need to use Tax Templates, you should first choose the Use Tax Templates for Tax Calculation option in the Transaction Settings setting in the Nominal Ledger. This option will cause a Tax Template field ("T-Cd") to appear on flip E of the matrix instead of the VAT Code field ("V-Cd").

If you are using Tax Templates and you are also using the Post Receipt VAT option in the Account Usage S/L setting, your output sales tax liability will be calculated from your Receipts, not from your Invoices. In this case, the Tax Template Code and tax value (in the Bank Currency) will be brought in to the T-Cd and VAT Value fields on flip E of a Receipt row automatically when you enter an Invoice Number on flip A. Separate rows will be added to the Receipt for each Tax Template Code used in the Invoice.

Because a particular Tax Template can include several tax rates, it can be difficult to see at a glance how the tax figure in a Receipt is calculated. If you need to see how a tax figure in a particular Receipt row is calculated, place the insertion point in the row in question and then select 'Open Tax Matrix' from the Operations menu. A new window will open, displaying the tax calculation for that row. The illustration below shows the tax calculation for the first row in a Receipt:

Selecting this function will have no effect if you are not using Tax Templates (i.e. you have not selected the Use Tax Templates for Tax Calculation option in the Transaction Settings setting).

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The Receipt register in Standard ERP:

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Operations Menu - Receipt - Bank Statement

It can be useful to see a list of the transactions posting to the Bank or Cash Account and the balance of that Account on the day of the Receipt. This function produces a report showing this information.

When you select the function, the following window opens:

Period
Paste Special    Reporting Periods setting
The report will list the transactions posting to the Bank or Cash Account during the period specified here. The default is the date of the Receipt.

Bank Account
Paste Special    Account register, Nominal Ledger/System module
Specify the Account whose transactions and balance you wish to see. The default is the Account in the Payment Mode specified in the Receipt header.

Specify
Use these options to specify whether approved and/or unapproved Receipts, Payments and Personnel Payments will be shown in the report. Nominal Ledger Transactions will always be shown, irrespective of the options chosen here.
When you click the [Run] button, a Bank Statement report will be produced, listing the transactions posting to the specified Bank or Cash Account during the specified period:

The report lists the Payments, Receipts, Nominal Ledger Transactions and Personnel Payments posting to the Account. Each transaction number has the Standard ERP Drill-down feature, allowing you to open and examine any transaction from the report.

You can also produce the Bank Statement report from the Nominal Ledger.

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The Receipt register in Standard ERP:

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Operations Menu - Receipt - Print Cash IN-OUT

The 'Print Cash IN-OUT' command will usually be used for Receipts which use a cash Payment Mode. It prints a cash receipt for your records and/or for handing to the Customer. There is a legal requirement in the Baltic States to keep printed records of all cash transactions. The function requires the Cash Book module to be present.

To print cash receipts in batches, first change to the Cash Book module using the Modules menu. Then, click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. Double-click 'Cash In Receipts' in the 'Documents' list window. Indicate the Receipt Number (or range of Numbers) to be printed and press [Run].

Whether printing singly or in batches, the Form used is determined as follows:

  1. Using the Form register in the System module, design the cash document and name it "CASH_IN_REC". Use the 'Properties' function on the Operations menu to assign a Document Type of "Cash In Receipts".

  2. Select the Cash Book module using the Modules menu.

  3. Click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. The 'Documents' list window is opened: highlight 'Cash In Receipts'.

  4. Select 'Define Document' from the Operations menu.

  5. In the subsequent window, enter "CASH_IN_REC" in the Form field of the first line (you can use 'Paste Special' to ensure the spelling is correct).

  6. Click [Save] to save the Form definition. From now on, the Form that you have designed will be used, from the 'Documents' function in the Cash Book module and from the Operations menu item on the Receipt screen.
The Receipt must first have been saved before the function can be used, but it need not be approved.

Create Menu - Receipts

The Create menus for Receipts are shown above. On the left is the Create menu for the 'Receipts: Browse' window. On the right is the Create menu for the 'Receipt: New' and 'Receipt: Inspect' windows.

'New' and 'Duplicate' are standard functions provided on the Create menu on every window that allow you to create new records, in this case in the Receipt register. Please click the links below for details about the other functions:

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The Receipt register in Standard ERP:

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Create Menu - Receipts - Receipts Suggestion

The 'Receipts Suggestion' command is only available on the Create menu for the 'Receipts: Browse' window. It finds Invoices that are due for payment and initiates the payment process by adding them to a new Receipt record. The new Receipt will not be marked as OK, so the Invoices will remain open (i.e. unpaid). Check the new Receipt (e.g. remove the Invoices that in fact were not paid, and change the Received Values in the case of any partial payments), then mark it as OK and save in the usual way. This will ensure the Invoice(s) being paid will no longer be treated as open.

When you select the 'Receipts Suggestion' function from the Create menu, the 'Create Receipts Suggestion' window illustrated below will open. Use this window to specify the Invoices that you expect to be paid, and then click the [Run] button to create the Receipt record.

The function will create a single Receipt record in which every Invoice due for payment during the specified period will be included.

Due Date in Period
Paste Special    Reporting Periods setting, System module
The function will create a single Receipt that will include all open Invoices that have Due Dates falling in the period that you specify here.

Customer
Paste Special    Customers in Contact register
Range Reporting    Alpha
Specify here the Customer whose Invoices you wish to have included in the Receipt. You can also specify a range of Customers, separated by a colon (:). Leave the field empty if you expect to receive payment from every Customer.

Category
Paste Special    Customer Categories setting, Sales Ledger
If you want Invoices issued to Customers belonging to a particular Customer Category to be included in the Receipt, specify that Category here.

Classification
Paste Special    Contact Classifications setting, CRM module
Enter a Classification Code in this field if you want Invoices issued to Customers with a certain Classification to be included in the Receipt. If the field is empty, Invoices issued to all Customers, with and without Classifications, will be included in the Receipt. If you enter a number of Classifications separated by commas, only Invoices issued to those Customers featuring all the Classifications listed will be included.

Payment Term
Paste Special    Payment Terms setting, Sales/Purchase Ledger
If you need Invoices with a particular Payment Term to be included in the Receipt, specify that Payment Term here.

Currency
Paste Special    Currency register, System module
If you need Invoices that were issued in a particular Currency to be included in the Receipt, specify that Currency here. If you leave this field blank, Invoices in all Currencies will be included in the Receipt.

Receipt Payment Mode
Paste Special    Payment Modes setting, Sales/Purchase Ledger
Specify the Payment Mode that you want to be used in the Receipt created by the function. If you leave this field empty, the first Payment Mode in the Payment Modes setting will be used.

Receipt Date
Paste Special    Choose date
Specify the date that you want to be used in the Receipt created by the function. If you leave this field empty, the current date will be used.
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The Receipt register in Standard ERP:

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Create Menu - Receipt - Workflow Activity

The Workflow Activity function allows you to create Activities from individual rows in Receipts. This can be useful if, for example, you need to remind yourself to check the bank account to make sure a payment has cleared.

To create an Activity, first click in the row in the Receipt that contains the Customer whose details you need to be copied to the Activity. Then, select 'Workflow Activity' from the Create menu. The following screen appears, where you can create a new Activity:

The new record will be opened in a window entitled 'Activity: Inspect'. This means that it has already been saved and is being opened for checking. The new Activity will contain the following information:
After amendment if necessary, save the record in the Activity register by clicking the [Save] button in the Button Bar and close it using the close box. Alternatively, if you no longer require the Activity, remove it using the 'Delete' function on the Record menu. In either case, you will be returned to the Receipt window.

The Receipt and the Activity will be connected to each other through the Link Manager and Workflow Manager. When reviewing the Activity, you can return to the Receipt quickly and easily using the Link Manager in the Activity, while you can open the Activity from the Receipt using the Workflow Manager.

You must save a Receipt at least once before you can create an Activity from it. This is to ensure that the links mentioned in the previous paragraph can be established.

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The Receipt register in Standard ERP:

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Operations Menu - Receipt - Create Cash In

In some countries, cash transactions need to be recorded using a sequential number series. This function is used to record such transactions in the Cash In register in the Cash Book module. When it is selected, the following window appears, by which a new Cash In record can be created:

A new record is opened in a window entitled 'Cash In: New'. This means that it has not yet been saved. After amendment if necessary, save the record in the Cash In register by clicking the [Save] button in the Button Bar and close it using the close box. Default Payment and Corresponding Modes will be brought in from the Cash Book Settings setting in the Cash Book module: the Payment Mode from the Receipt will not be transferred to the Cash In record. If you have not specified any defaults in that setting, you will need to enter Payment and Corresponding Modes to the Cash In record before you can save it. Alternatively, if you no longer require the Cash In record, click [Cancel]. In either case, you will be returned to the Receipt window.

If you check the OK box before saving, this approves the Cash In record. If you have determined that Nominal Ledger Transactions are to be created from Cash In records, one will now be raised (this is specified in the Sub System setting in the Nominal Ledger). You will no longer be able to modify the Cash In record.

The Receipt must be saved and approved before a Cash In record can be created.

Cash In records can be created from Receipts of all kinds, but if you want them to be created from those with Payment Modes of the "Cash" type only, switch on the Cash Collection option in the Cash Book Settings setting. This refers to the Payment Mode in the header of the Receipt record. The Type of a Payment Mode is set on flip B of the Payment Mode window. The Cash Collection option also prevents the creation of more than one Cash In record from a Receipt, and prevents the value of the Cash In record from being changed (i.e. the values of the Receipt and the Cash In record must be the same).

Please click here for full details of the 'Cash In: New' window.

The function requires the Cash Book module to be present.

Create Menu - Receipt - Cheque

When you are entering a Receipt and if you have the Cheques module, you can use the 'Cheque' function on the Create menu to create a new Cheque record (in the Cheque register in the Cheques module) and to connect that Cheque to a row or rows in the Receipt.

To use this function, first create a new Receipt and specify the Invoice(s) against which you have received payment. Make sure that you specify a Payment Mode in which the Type is "Received Cheques", either in the Receipt header or in a particular Receipt row. Place the insertion point in the first row that you wish to connect to a Cheque record. The Cheque Number field in flip C of this row must be empty. Then, choose 'Cheque' from the Create menu.

A new Cheque will be opened, with the window title 'Cheque: New', meaning that it has not yet been saved.

The Customer Number and Name and Bank Currency will be copied to the Cheque record. The Transaction Date from the Receipt will be copied to the Effect Date field in the Cheque, while the current date will be placed in the Reg. Date field. The Bank Amount from the Receipt row will be copied to the Amount field in the Cheque. If there are several Receipt rows receiving payments from the same Customer, the total Bank Amount from the row in which you placed the insertion point and all later rows will be copied to the Cheque. For example, if there are three Receipt rows receiving payment from the same Customer and you clicked in the second row before selecting the function, the total Bank Amount from the second and third rows will be copied to the Cheque.

After amendment if necessary, save the record in the Cheque register by clicking the [Save] button in the Button Bar. You will need to specify a Cheque No. before saving. The Cheque window will be closed, returning you to the Receipt. The Serial Number of the Cheque record will be copied to the Cheque Number field on flip C of the Receipt row(s).

If a Cheque is not opened when you select the function, the probable reasons are:

  1. The insertion point is in a Receipt row that already has a Cheque Number.

  2. The Type of the Payment Mode applying to the selected Receipt row is not "Received Cheques".

  3. The Receipt has been marked as OK and saved.
If you do not want to create a new Cheque from a Receipt but instead want to connect it to an existing Cheque, use the 'Distribute Cheques' Row menu function.

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The Receipt register in Standard ERP:

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Operations Menu - Receipt - Create Down Payment

An Invoice can be raised immediately from the Receipt screen if you have received a deposit (or 'Down Payment') against an Order.

A Down Payment by the Customer is entered as a Receipt, but leave the Invoice Number blank. Instead, a Prepayment Number should be specified on flip D. For the purpose of the 'Create Down Payment' function, this must be the Order Number of the Order against which the Down Payment has been received. Use 'Paste Special' to obtain a list of Orders from which the correct one can be chosen. The Customer on flip A will be changed to that of the Order, and the Bank Amount and Received Value will be changed to the Order total. Change the Received Value to the value of the Down Payment if this is different. The Customer must be one whose On Account box on the 'Terms' card has been checked.

Ensure the cursor is in the row containing the Down Payment, that the Received Value is greater than zero and that the Inv No field in that row is blank. Then select 'Create Down Payment' from the Operations menu. An Invoice for the Down Payment is created immediately. It is opened in a new window, entitled 'Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and approval. The text ("Deposit for" in the illustration) is taken from the Down Payments setting in the Sales Orders module, while the VAT Code (and therefore the VAT calculation) and the Sales Account are taken from the Item specified in that setting.

Approve the Invoice and print it in the usual way. Then, close it using the close box. On returning to the Receipt, the Invoice Number field has been filled in with the Number of the new Invoice:

Approve the Receipt and save it in the usual way by clicking [Save].

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Remember to save the Receipt for the Down Payment


Only one Down Payment Invoice can be created from a particular Order. Subsequent Down Payment Invoices created from an Order will be for a zero amount.

This function creates an Invoice when a deposit is received for which no Invoice exists. If you choose not to create a Down Payment Invoice straight away, please refer to the On Account Receipts and Prepayments page for details of allocating the payment to an Invoice raised later.

To raise a Down Payment Invoice which is to act as a demand for payment (i.e. in advance of receiving the deposit), use the 'Down Payment Invoice' function on the Operations menu of the Sales Order screen. Receipts against such Invoices should be registered as ordinary Receipts.

Create Menu - Receipt - E-Mail

You can use this function to create a Mail containing details of the Receipt, which you can send to the Customer by email. A Receipt Form will be attached to the Mail as a PDF file, accessible through the Document Manager.

You can only use this function from a Receipt in which the Invoices being paid all have the same Customer. When you select the function in such a Receipt, the following window will appear, allowing you to create a new Mail:

The new Mail will be opened in a window entitled 'Mail: Inspect'. This means that it has already been saved and is being opened for checking. The Mail will be composed as follows:
You can enter text to the main body of the Mail, and change the recipient if necessary, perhaps to the Mailbox of a member of staff. If you are then ready to send the Mail, tick the Sent box. Finally, save the Mail by clicking the [Save] button in the Button Bar. If you are using the Lock and Send E-Mails Automatically option in the Mail and Conference Settings setting in the E-mail and Conferences module and the Mail contains an external email address (i.e. one with the @ sign), it will now be sent automatically. If you are not using this option, select 'Send E-mail' from the Mail's Operations menu after you have saved the Mail. Finally, close the Mail using the close box. You will be returned to the Payment window.
If the function does not create a Mail, the probable causes are:
  1. The current user does not have a Mailbox.

  2. The Customer in the Receipt does not have an email address.

  3. The Receipt has not been saved.

  4. The Receipt contains rows receiving payment from more than one Customer.
If you wish to use this function to send Mails to other members of staff, the intended recipients must have Mailboxes. If you need to send Mails to Customers, you must be using the External Gateway module, and you must have configured the E-Mail SMTP Server setting. Please refer here for full details about the mailing features in Standard ERP.

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The Receipt register in Standard ERP:

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Operations Menu - Receipt - Create Prepayment Invoice

This function has been designed for use in Russia, where output (sales) VAT is calculated from monies received (i.e. from Receipts). In the case of deposits that have been received for goods or services that are not going to be delivered until the next month, the supporting Invoice may not have been raised yet, so this function can be used to create and print a Prepayment Invoice for filing.

The deposit is entered as a Receipt, but leave the Invoice Number blank. Instead, a Prepayment Number should be specified on flip D: this can be a number of your own generation, the number given to the deposit by the Customer or the Order Number of the Order against which the deposit has been received. In the first two cases, enter the Customer Number and Received Value. In the last case, use 'Paste Special' to obtain a list of Orders from which the correct one can be chosen. The Customer will be changed to that of the Order, and the Bank Amount and Received Value will be changed to the Order total. Change the Received Value to the value of the deposit if this is different. In all cases, the Customer must be one whose On Account box on the 'Terms' card has been checked.

Enter a VAT Code on flip E and a VAT Value will be calculated automatically. Check this is correct and then select 'Create Prepayment Invoice' from the Operations menu. An Invoice is created immediately. It is opened in a new window, entitled 'Invoice: Inspect'. This means that it has been created and saved and is being opened for amendment and checking. Note that if there is no On Account VAT Account specified on card 2 of the Account Usage S/L setting, no Prepayment Invoice will be created.

Print the Invoice in the usual way. Then, close it using the close box. Do not approve the Prepayment Invoice: it has only been created to allow the printing of an Invoice for filing and to ensure the Russian Sales Book report is accurate. If you do approve the Invoice, no Nominal Ledger Transaction will be created, but some reports may become inaccurate. When the goods or services are delivered, a standard Invoice should be created and approved in the usual way.

When the Receipt is approved, the Nominal Ledger Transaction will include a VAT posting crediting the Output Account for the VAT Code with the value shown on flip E of the Receipt and debiting the On Account VAT Account specified on card 2 of the Account Usage S/L setting.

Row Menu - Receipt

The matrix in the Receipt window has its own menu, which contains functions that refer to or affect an individual row in the matrix. This is sometimes known as the "Row Menu".

To use the Row menu, first click in any field in the row in question (i.e. the row to which the function is to be applied), and then right-click (Windows) or Ctrl-click (Mac OS X) the row number (on the left of the row). A menu will appear, where you can select the function that you need:

Please click the links below for details about each function on the Row menu:
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The Receipt register in Standard ERP:

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Operations Menu - Receipt - New Fee

This function should be used when you need to pay a bank charge for the Receipt.

Start by entering the Invoice number in the left-hand column. Then select 'New Fee' from the Operations menu. A new row will be created, containing the phrase "Fee". Enter the Bank Fee in the right-hand Amount field. When the Nominal Ledger Transaction is created, the Bank Fee Account specified on card 2 of the Account Usage S/L setting will be debited. The Received Value less the Bank Fee will be debited to the Bank Account from the Payment Mode, while the full Received Value will be credited to the Debtor Account.

Operations Menu - Receipt - New Cash Discount

In normal circumstances, when an Invoice is paid, a settlement discount is calculated when the Receipt is entered. This discount is determined by Hansa according to the Payment Terms of the Invoice and the Receipt Date. This function is provided for more individual circumstances. After an Invoice Number has been specified, change the Received Value to the figure paid (i.e. the Invoice Total less cash discount) and select this function. A new row will be created, containing the phrase "Cash Disc". As a default, the Received Value of this new row will be set to the figure that remains outstanding on the Invoice: this can be changed as appropriate. When the Nominal Ledger Transaction is created, the Cash Discount Account specified on card 1 of the Account Usage S/L setting will be debited.

Operations Menu - Receipt - New Write-off

This function can be used to write off an Invoice. Specify the Invoice to be written off and change the Received Value to zero. If you need to record a partial payment and wish to write off the remainder, change the Received Value to the value of the partial payment. Then, select this function. A new row will be created, containing the phrase "Write off". The Received Value field will be set to the remaining outstanding amount (i.e. the amount that is to be written off). This can be changed if you do not want to write off the whole of the outstanding amount. Approve and save the Receipt in the usual way. When the Nominal Ledger Transaction is created, the Write Offs Account specified on card 2 of the Account Usage S/L setting will be debited. If you need to write off several Invoices, use the 'Write off Invoices' Maintenance function.

Row Menu - Receipt - Distribute Cheques

If you have the Cheques module, you can use the 'Distribute Cheques' function to connect an existing Cheque record (in the Open Cheque register in the Cheques module) to a row or rows in the Receipt.

To use the 'Distribute Cheques' function, first create a new Receipt and specify the Invoice(s) against which you have received payment. Make sure that you specify a Payment Mode in which the Type is "Received Cheques", either in the Receipt header or in a particular Receipt row. Place the insertion point in the first row that you wish to connect to an Open Cheque record. The Cheque Number field in flip C of this row must be empty. Then, open the Row menu by right-clicking (Windows) or ctrl-clicking (Mac OS X) the row number and select this function.

The Serial Number of the first suitable Open Cheque record will be copied to the Cheque Number field on flip C of the Receipt row, and to any subsequent rows with the same Customer. If more than one Open Cheque is needed to cover the value of the Invoices and there is more than one available, separate Open Cheques will be distributed to the Receipt rows as required. A suitable Open Cheque is one with the same Customer (an Open Cheque is a Cheque whose Status is "Registered").

If the value of the Open Cheque is greater than the value of the Invoices being paid, an extra line containing the remaining amount and the Cheque Serial Number will be added to the Receipt. You can use this line to receive payment against another Invoice or to register an On Account Receipt or Prepayment.

If the value of the Open Cheque is insufficient to cover the Invoice being paid, the Received Value will be changed to the value of the Open Cheque, and an extra line containing the remaining amount but without the Cheque Serial Number will be added to the Receipt. You can change the Payment Mode in this line if it was paid using a different method or remove it to register a partial payment.

To make best use of this function, it is recommended that you use consecutive rows in a Receipt to record payments received from the same Customer. The allocation of Cheque Serial Numbers will stop at the first row with a different Customer.

If Cheque Serial Numbers are not copied to the rows in a Receipt when you select the function, the probable reasons are:

  1. All Receipt rows already have Cheque Numbers.

  2. The Type of the Payment Mode is not "Received Cheques".

  3. The Receipt has been marked as OK and saved.

  4. There are no Open Cheques with the same Customer.
If you do not want to connect a Receipt to an existing Open Cheque but instead want to create a new Cheque, use the 'Cheque' function on the Create menu.

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The Receipt register in Standard ERP:

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Operations Menu - Receipt - Distribute Receipt

In certain cases a Customer can pay a lump sum without indicating any Invoice Numbers. In this circumstance, specify the Customer Number and enter a Received Value and then select this command. Hansa will spread the amount over one or more Invoices as appropriate, starting with the open Invoice with the lowest Invoice Number.

Operations Menu - Receipt - Calculate Amount

This function can be used for Receipts where the Received Value and the Bank Amount are in different Currencies and, for whatever reason, the Bank Amount is not a correct conversion of the Received Value. This might be because it has been accidentally over-typed, or because you are reviewing a Receipt prior to approving it and the exchange rate has changed since it was originally entered.

To ensure the Bank Amount is a true conversion of the Received Value, place the cursor in the Bank Amount field and select this function. The Bank Amount will be recalculated using the current Base Rate.

Note that changing the Received Value will always cause the Bank Amount to be recalculated, so this function should only be used when it is necessary to change the Bank Amount without changing the Received Value.

Operations Menu - Receipt - Write-off Prepayment

This function can be used to write off a Prepayment. Move to flip D and, on the first row of the grid, specify the Prepayment to be written off in the Prepay. No field. Press Tab or Return (but make sure the cursor is in the same row) and then select this function. The open Prepayment value will be brought in as a negative figure.

When the Receipt is approved and saved, the Nominal Ledger Transaction generated will be the reverse of that created from the original Prepayment.