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payments_and_receipts:receiving_payments [2020/03/20 12:58] – Gary Willetts | payments_and_receipts:receiving_payments [2020/05/18 15:03] (current) – [Cancelling payments] Gary Willetts | ||
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- | ====== 11.02. Receiving payment from customers====== | + | ====== 11.02. Receiving payment from customers ====== |
<WRAP center round tip 95%> | <WRAP center round tip 95%> | ||
Note that the " | Note that the " | ||
</ | </ | ||
- | A payment from a customer is referred to as a //Cash Receipt// (whether the payment is by cash, cheque | + | A payment from a customer |
The system mSupply uses to record payments is the accounting standard "open invoice" | The system mSupply uses to record payments is the accounting standard "open invoice" | ||
- | Payments from customers can be received in any currency that customer invoices have been issued in. But a single payment transaction can only record payment in one currency - if you need to record multiple currency payments from a particular customer then record a separate payment for each. | + | Payments from customers can be received in any currency that customer invoices have been issued in. But a single payment transaction can only record payment in one currency - if you need to record multiple currency payments from a particular customer then record a separate payment for each currency. |
+ | |||
+ | ===== Viewing cash receipts ===== | ||
+ | To view the existing cash receipts that have been entered, choose **Customer > Show cash payments** in the menus or click on the 'Show me' icon in the //Cash receipts// group on the // | ||
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+ | {{ : | ||
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+ | The usual transaction filter window opens to enable you to choose which cash receipts you want to see. By default you will be shown the 15 most recent receipts. When you have finished your selection, click on the **Find** button to be shown a list of the matching cash recipts (Note: if only 1 receipt matches, you will taken straight to it rather being shown a list): | ||
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+ | {{ : | ||
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+ | ===== Creating cash receipts ===== | ||
To begin the process of recording a received payment choose **Customer > New cash receipt...** and you will be presented with this window: | To begin the process of recording a received payment choose **Customer > New cash receipt...** and you will be presented with this window: | ||
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- Enter the customer name or code into the first field and press //Tab//. You will be shown a list if there is more than one matching entry for what you have typed. | - Enter the customer name or code into the first field and press //Tab//. You will be shown a list if there is more than one matching entry for what you have typed. | ||
- | - Once a customer is chosen all (customer) invoices that have unpaid amounts for that customer will be listed. | + | - Once a customer is chosen all customer invoices that have unpaid amounts |
* Note: only finalised invoices are shown. If there are no finalised invoices with outstanding amounts, this alert appears: {{ : | * Note: only finalised invoices are shown. If there are no finalised invoices with outstanding amounts, this alert appears: {{ : | ||
- | * If you wish to receive a payment and there are no invoices available to record the payment against, you can either record the amount as an overpayment (see below) or click **Cancel** and finalise the invoices | + | * If you wish to receive a payment and there are no invoices available to record the payment against, you can either record the amount as an overpayment (see below) or, if the invoices requiring payment are in mSupply but not showing here, click **Cancel** and then finalise the invoices |
- Enter the cheque number or similar in the //Their ref// field and a note in the //Note// field if you want to. | - Enter the cheque number or similar in the //Their ref// field and a note in the //Note// field if you want to. | ||
- Select the currency of the payment you are receiving (your home currency will be chosen by default). Any invoices that are in currencies different to the one selected are disabled and cannot have a payment entered against them. If you are receiving a payment in a currency other than your home currency you can manually adjust the conversion rate that mSupply uses by entering the rate you want to use in the //Rate// field. | - Select the currency of the payment you are receiving (your home currency will be chosen by default). Any invoices that are in currencies different to the one selected are disabled and cannot have a payment entered against them. If you are receiving a payment in a currency other than your home currency you can manually adjust the conversion rate that mSupply uses by entering the rate you want to use in the //Rate// field. | ||
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- You have a number of choices to allocate payment amounts to the various invoices: | - You have a number of choices to allocate payment amounts to the various invoices: | ||
* Click on the // | * Click on the // | ||
- | * This will allocate payment to the top invoice first and work its way down the other invoices until the payment is all allocated (note that disabled invoices in a different currency are ignored). | + | * This will allocate payment to the top invoice first and work its way down the other invoices until the payment is all allocated (note that disabled invoices in a different currency are ignored). Note that the negative amounts on any customer credits are added to the amount to distribute before the distribution begins. |
* If the amount being received is not enough to cover all invoices then one will receive a partial payment and some may receive no payment. | * If the amount being received is not enough to cover all invoices then one will receive a partial payment and some may receive no payment. | ||
* If the amount received is more than the amount on the invoices, the extra amount will be an overpayment. | * If the amount received is more than the amount on the invoices, the extra amount will be an overpayment. | ||
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Note: customer credits should be entered as a negative //Receipt// amount. It is generally good practice to allocate credits as soon as they show in the list. | Note: customer credits should be entered as a negative //Receipt// amount. It is generally good practice to allocate credits as soon as they show in the list. | ||
+ | |||
+ | ===== Finding a customer' | ||
+ | When the customer receipts module is turned on, you can find out how much a customer currently owes you in 3 ways: | ||
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+ | 1. View the Invoices tab of the customer' | ||
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+ | 2. When you enter the customer' | ||
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+ | 3. Run a customer statement report (see the [[payments_and_receipts: | ||
===== Overpayments ===== | ===== Overpayments ===== | ||
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To see details for an individual customer you can go to their details page. See the instructions in the [[names: | To see details for an individual customer you can go to their details page. See the instructions in the [[names: | ||
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+ | ===== Cancelling payments ===== | ||
+ | All payments, whether they are for prescriptions or customer invoices will appear in the cash receipts list described in the [[payments_and_receipts: | ||
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+ | If you wish to cancel one (because it was a mistake or the customer brings the goods back), select it in that list and click on the **Cancel** button above the list: | ||
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+ | {{ : | ||
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+ | You will be asked to confirm that you want to cancel the selected payment - make sure you have selected the right one and you really want to do it because you can't undo the cancellation once it's done! | ||
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+ | When you cancel a payment, the transaction that the payment was for is **not** also cancelled i.e. if you cancel a payment of a customer invoice, the customer invoice is **not** also cancelled. | ||
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