payments_and_receipts:receiving_payments

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payments_and_receipts:receiving_payments [2020/03/20 13:18] – [Finding a customer's current balance] Gary Willettspayments_and_receipts:receiving_payments [2020/05/18 15:03] (current) – [Cancelling payments] Gary Willetts
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 </WRAP> </WRAP>
  
-===== Cash receipts ===== +A payment from a customer (which can be a standard customer or a patient) is referred to as a //Cash Receipt// in mSupply (regardless of whether the payment is by cash, chequetransfer or some other method).
-A payment from a customer is referred to as a //Cash Receipt// (whether the payment is by cash, cheque or transfer).+
  
 The system mSupply uses to record payments is the accounting standard "open invoice" system, which means that the outstanding (that is, unpaid) amount of each invoice is tracked by mSupply. The system mSupply uses to record payments is the accounting standard "open invoice" system, which means that the outstanding (that is, unpaid) amount of each invoice is tracked by mSupply.
  
-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 //Customer// tab of the Navigator:
 +
 +{{ :payments_and_receipts:cash_receipts_show.png?600 |}}
 +
 +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):
 +
 +{{ :payments_and_receipts:cash_receipt_list.png?600 |}}
 +
 +===== 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 (customerinvoices that have unpaid amounts for that customer will be listed.+  - Once a customer is chosen all customer invoices that have unpaid amounts and customer credits that have unused credit for that customer **in the store you are currently logged into** will be listed.
      * Note: only finalised invoices are shown. If there are no finalised invoices with outstanding amounts, this alert appears: {{ :payments_and_receipts:alert_1.png?450 }}      * Note: only finalised invoices are shown. If there are no finalised invoices with outstanding amounts, this alert appears: {{ :payments_and_receipts:alert_1.png?450 }}
-     * 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 that are being paid, then restart the payment process (If the customer is paying you it most likely means they agree with the invoice and it is OK to finalise it!)+     * 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 to make them show in the payment window, then restart the payment process (If the customer is paying you it most likely means they agree with the invoice and it is OK to finalise it!)
   - 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 //Distribute// button.      * Click on the //Distribute// button. 
-      * 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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 1. View the Invoices tab of the customer's details (//Customer > Show customers...// - see [[names:adding_and_editing#invoices_tab|5.01 Viewing a customer's invoices]] for details) 1. View the Invoices tab of the customer's details (//Customer > Show customers...// - see [[names:adding_and_editing#invoices_tab|5.01 Viewing a customer's invoices]] for details)
  
-2. When you enter the customer's name on a new customer invoice, their current balance will be shown on the invoice as in this screenshot:+2. When you enter the customer's name on a new customer invoice, their current balance will be shown on the invoice as in this screenshot:{{ :payments_and_receipts:customer_invoice_customer_balance.png?600 |}}
  
 3. Run a customer statement report (see the [[payments_and_receipts:receiving_payments#customer_statements_reporting_on_customer_payments|Customer statements]] section below). 3. Run a customer statement report (see the [[payments_and_receipts:receiving_payments#customer_statements_reporting_on_customer_payments|Customer statements]] section below).
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 To see details for an individual customer you can go to their details page. See the instructions in the [[names:adding_and_editing#the_invoices_tab|Viewing a customer's invoices]] section for that. To see details for an individual customer you can go to their details page. See the instructions in the [[names:adding_and_editing#the_invoices_tab|Viewing a customer's invoices]] section for that.
  
 +
 +===== 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:receiving_payments#viewing_cash_receipts|Viewing cash receipts]] section above.
 +
 +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:
 +
 +{{ :payments_and_receipts:cash_receipt_list_cancel.png?600 |}}
 +
 +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!
 +
 +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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 |  //  Previous:  **[[payments_and_receipts:cash_payments|11.01. Payments to suppliers]]** | | Next: **[[payments_and_receipts:prescription_payments|11.03. Prescription payments and credits]]** //  | |  //  Previous:  **[[payments_and_receipts:cash_payments|11.01. Payments to suppliers]]** | | Next: **[[payments_and_receipts:prescription_payments|11.03. Prescription payments and credits]]** //  |
 ---- struct data ---- ---- struct data ----
 +pagestatus.status    : 
 ---- ----
  
  • Last modified: 2020/03/20 13:18
  • by Gary Willetts