Guides

Record a receipt

Money received in any way by a business is a receipt. Before one can be recorded, at least one cash account or bank account must be established. The Receipts & Payments tab must also be enabled.

Basic receipts

Once at least one cash or bank account exists, receipts are recorded in the Receipts & Payments tab by clicking on New Receipt:

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Complete the entry:

  • Date is automatically filled with today’s date, but can be edited.
  • Type will automatically be set to Receipt
  • Reference is optional and may be used for cheque numbers, bank confirmation numbers, or other internal sequences. If the box within the field is checked, Manager will number the transaction automatically. The program will search for the highest number among all existing receipts and payments and add 1.
  • Select the bank or cash Account to which the transaction is being entered.
  • If a bank account is selected, a Status field appears, in which Cleared or Pending can be chosen. For Cleared transactions, the date may be entered:

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    Status is set to Cleared by default for bank transactions. Another Guide covers cleared and pending transactions in greater detail. This field is absent for cash transactions.
  • Payer is the person or entity from whom money is being received.
  • Description is an optional summary of the overall transaction.
  • Item field can be used to enter predefined inventory or non-inventory items. If you have no predefined items, this field will not appear. Making a selection here will prefill several other fields on the line.
  • Account is the account to which the payment will be posted.
  • Description on individual line items allows more specific information to be added.
  • Tax code and Tracking Code can be selected if any have been defined.
  • Location field appears if inventory locations are defined.
  • Amounts are tax inclusive controls how taxes are calculated. Check the box if taxes are included in unit prices. Uncheck the box if taxes are to be added to unit prices. This check box applies to the entire transaction.
  • A Custom theme can be selected. Available themes are selected in a dropdown box that appears if the box is checked.

The completed form can be given to the Payer as a receipt:

Receipts against sales invoices

Receipts from customers against sales invoices can be entered two ways:

  • As a basic receipt
  • From a sales invoice

As a basic receipt

To enter a receipt against a specific invoice, post it to Accounts receivable, the Customer, and the Invoice:

Partial receipts

When receiving money for only part of the balance due on a sales invoice, post the transaction as above, but enter only the amount actually received. Manager will credit the partial amount against the sales invoice and show a reduced balance due. No other special steps are necessary.

Receipts for multiple sales invoices

When receiving money from a customer for multiple sales invoices, leave the Invoice dropdown field blank. Manager will allocate the receipt against the sales invoice with a balance due with the oldest due date first, then the next oldest, etc. However, if the receipt is designated for specific sales invoices, add lines and designate amounts for those invoices individually.

From a sales invoice

To record a receipt while viewing a sales invoice, click on New Receipt:

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A receipt entry form will appear. Select a bank or cash account. The remainder of the form will be prefilled with information to enter the full amount due on the sales invoice. If the receipt is for only part of the balance due, edit the amount received by adjusting quantity or unit price.

Other situations

You are not restricted to using only simple income accounts to post receipts. For example, if money is received from a business owner set up under the Capital Accounts tab, select the matching capital account and subaccount:

Inventory and non-inventory items can also be directly sold using receipts. For more information on selling without sales invoices see this Guide.

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