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Receipts

Shinjinee Sarkar
  • Updated

You use receipts to pay customer invoices partly or fully. A receipt is associated with a customer and it pays the invoices of the particular customer. If the receipt amount is equal to that of the customer invoices, the amount can be fully allocated, else, in case of excess or less amount, the amount is unallocated or invoice partly paid respectively. The Receipts section allows you to perform many actions. To know the steps to perform the actions, click on the links below.

Browsing Receipts

To browse receipts, complete the following steps.

1. Log in and click to select the required business.

2. The Customers page appears. On the left panel, click Banking > Receipts.

3. The Receipts page appears. Browse the receipts.

 
  • Indicates a quick receipt.
  • There are three allocation status: Yes, No and Part.

Setting up a Receipt

You can set up both detailed and quick receipts for customers and detailed receipts for non-customers. The detailed receipt allows you to enter more details than a quick receipt. The quick receipt might be ideal if you want to quickly set up multiple receipts.

Detailed Receipt

Customer

To configure a receipt, complete the following steps.

1. Log in and click to select the required business.

2. The Customers page appears. On the left panel, click Banking > Receipts.

3. The Receipts page appears. Click Add.

Tip

ClosedSkip a few steps to move to the Customer Receipt page by doing the following. Move the cursor over the 'Create New' button

From the quick menu, click

4. The Customer Receipt page appears. Enter the following details for the receipt and click Save to save the receipt.

FIELD STEP
PAYMENT DETAILS heading  
CUSTOMER Customer for whom you are setting up the receipt.
PAID BY This field is applicable to a non-customer.
DATE Depending on the settings, the date can be the current date, last transaction date or no date. You can set the date up to 5 years beyond the current set accounting period.
AMOUNT Enter the amount you want to allocate to the receipt.
PAYMENT TYPE Payment mode.
REF. NUMBER Unique reference number.
BANK DETAILS heading  
BANK ACCOUNT Select the bank account to which the transaction will be performed.
RCT This field appears if the customer you select is an RCT principal. Select an RCT rate from this list.
LODGEMENT NO. Enter a lodgement number under which one or more receipts can be grouped.
LODGEMENT DATE Lodgement date.
Gross Amount The sum of net receipt amount and VAT. This appears if you are setting up the receipt for a non-customer.
Date Depending on the settings, the date can be the current date, last transaction date or no date. To view the steps to set, click here. You can set the date up to 5 years beyond the current set accounting period.
Type Document type for which receipt is set up.
Doc No. Document number.
Notes Notes, if any.
Amount Invoice amount.
Paid to-date Invoice payment amount to date, if any.
Unpaid Unpaid invoice amount to date, if any.
Discount Discount, if any.
Paid Paid amount, if any.
RCT RCT applicable rate. 
Depending on the settings, you can also enter divisions and subdivisions.

Non-customer

1. Log in and click to select the required business.

2. The Customers page appears. On the left panel, click Banking > Receipts.

3. The Receipts page appears. Click New.

4. The Customer Receipt page appears. Click on the PAID BY field enter the following details for the receipt and click Save to save the receipt.

FIELD STEP
PAYMENT DETAILS heading  
PAID BY Name of the person representing the non-customer.
DATE Depending on the settings, the date can be the current date, last transaction date or no date. You can set the date up to 5 years beyond the current set accounting period.
AMOUNT Receipt amount available for allocation.
PAYMENT TYPE Payment type.
REF. NUMBER Unique receipt reference number.
BANK DETAILS heading  
BANK ACCOUNT Bank account to which allocation is credited.
LODGEMENT NO. Unique lodgement number.
LODGEMENT DATE Lodgement date.
Gross Amount Receipt amount. It cannot exceed the total allocation amount.
VAT Code Applicable VAT code.
VAT Amount VAT amount.
Nom. Code Nominal code. This is a mandatory input.
Description Auto-filled with the selected nominal code name.

5. Depending on the difference between the available and remaining allocation amounts, the figure is shown.

6. The non-customer receipt is set up on the Receipts page.

Quick Receipts

To create a quick receipt, complete the following steps.

1. Log in and click to select the required business.

2. The Customers page appears. On the left panel, click Banking > Receipts.

3. The Receipts page appears. Click Quick Receipt.

4. The Quick Receipt page appears. On the Quick Receipt page, enter the following details.

FIELD STEP
Date The receipt set up a date. You can set the date up to 5 years beyond the current set accounting period.
Payment Type Payment mode.
Ref. No. Unique reference number.
Customer Customer for whom you are setting up the receipt. The VAT rates depend on your choice. For example, if the customer is an RCT principal, the VAT rate will vary from that of a non-RCT customer.
Notes/Narrative The Standard Narratives declared in the Settings > Standard Notes section will reflect here once you create a new Quick Receipt.

You can select single/multiple Standard Notes, add, edit or delete Standard Notes.

You can also search for a standard note using the search bar that pops up once you click Notes on the Quick Receipts page. 

You can thus replace the Note Description with the Narrative attached to it as per the new update.
Amount Receipt amount.
VAT Code Applicable VAT code. Note that if the selected customer is an RCT Principal, the RCT rate is applicable.
VAT VAT amount. Note that if the selected customer is an RCT Principal, the RCT rate is applicable.
Nom. Code Applicable nominal code. 
Depending on the settings, you can also enter divisions and subdivisions.

5. To save the quick receipt, click [Save].

 
  • To add a row, click [Add].
  • To enter additional notes, click [Notes] and in the Notes window, enter the notes.
  • To add attachments, click [Attachments].
  • To allocate the receipt against the invoice, click [Allocation].
  • To immediately create another quick receipt, click [Save and New].
Use the following hotkeys to perform your operations:
  • To edit: ctrl+alt+e
  • To split: ctrl+alt+s
  • To make a rule: ctrl+alt+m
  • To allocate: ctrl+alt+a

Viewing Receipt Details

To view specific receipt details, on the Receipts page, click anywhere on the row.

 
If you sort any column other than Date, then the Date column is also sorted accordingly.

Deleting or Emailing Receipts in Batch

Removing in Batch

1. On the Receipts page, tick the box under the Email button.

2. All records are selected. You may also customise your batch by manually selecting the records.

3. Click the Delete button. The selected records are removed.

4. In case one or more records cannot be removed, a message appears. You can deselect such records and remove the rest.

 

Emailing in Batches

1. On the Purchase Invoices page, tick the box under the Email button.

2. All records are selected. You may also customise your batch by manually selecting the records.

3. Click the Email button. Selected records are emailed to the respective customers.

  
  • For non-customers, the emails are not sent in batches. You need to send them individually.
  • If one or more records do not have email IDs already set up, you will need to enter the email ID in the window that appears. 
    You may set the email temporarily or in the records by ticking the  Save email address to contact box.
     If you do not tick the box, the message will appear every time you email the invoice to the particular customer.

 

Optional: To view the status of the email delivery, on the left panel, click Sales > Customers. On the Customers page, click the 'drop and then click View. The Activities tab shows the status.

 

Splitting a Quick Receipt

You can split a quick receipt amount into as many parts as required while ensuring that the total of the split parts is equal to the receipt amount. The split amounts are also reflected in the invoice. To split a quick receipt, complete the following steps.

1. On the Quick Receipt page, enter the bank account, lodgement number and date.

2. Click the required invoice and then click Split.

3. The Split window appears. Click the rows below and split the amount under the Net column into multiple parts

 
The total of the split parts must be equal to the gross invoice amount.

4. To ensure the total of the split parts is equal to the gross invoice amount, click Adjust Total.

5. To save the split invoice, click Save.

6. The Code heading shows that the quick invoice is split.

 

Allocating a Receipt

To allocate a receipt to invoices, complete the following steps.

1. On the Receipts page, click the 'drop-down' icon corresponding to the row showing the receipt summary and in the inline menu, click Allocate.

2. The Allocation for Payment page shows all invoices with unallocated amounts and the amount available for allocation.

3. To allocate, tick the box under the 'tick' column. The receipt amount appears under the Pay column. You may distribute the allocation amount across invoices.

4. To save the allocation record, click Save.

 

Making Customer Receipts Recurrent

BrightBooks allows you to set up available receipts in a way that recurs at specified frequencies up to finite or infinite recurrences. To make a receipt recurrent, complete the following steps.

1. On the Receipts page, click the 'drop-down' icon corresponding to the row showing the receipt summary and in the inline menu, click Make Recurring.

2. The Recurring Customer Receipt page appears. Enter the required details.

FIELD STEP
PAYMENT DETAILS heading  
CUSTOMER When you select a specific receipt to be recurrent, the customer set up in the receipt is the default customer. However, you can update the customer name.
PAID BY Payer name.
AMOUNT By default, the receipt amount is displayed. You can also enter your custom allocation amount.
PAYMENT TYPE Payment type.
REF. NUMBER Unique reference number.
BANK DETAILS heading  
BANK ACCOUNT Bank account to which the allocation amount is credited.
Auto Allocate To have the receipt auto-allocate to the invoice on the recurrence date, tick.
RECURRING INFORMATION heading  
RECURRING Select the frequency at which the invoice will recur.
REPEAT EVERY Select the interval at which the invoice will recur. For example, if the recurring frequency is monthly and you select 2 in this list, the receipt will recur every 2 months.
STARTS ON Select the receipt start date.
NEXT DUE If the receipt is not posted on its start date, then the start date is the next due date. Otherwise, the next due date is always the immediate recurrence based on the frequency.
STATUS Select the current status of the invoice. The following options are available.
  • Generate: The invoice will be generated.
  • Closed: The invoice is closed and will not be considered for generation. Note that closed invoices cannot be retrieved later.
  • On Hold: The invoice is put on hold. Note that such invoices cannot be retrieved later.
ENDS If the invoice recurs indefinitely, select Never. If the invoice recurs until a date, select Date and specify the date. If the invoice recurs a specific number of times, select Number and enter the number.

3. To save the recurring information, click [Save].

 
A Quick Receipt cannot be made recurring.

Removing Customer Receipts

You can remove a customer receipt if it is not fully or partly allocated. To remove a receipt, complete the following steps.

1. On the Receipts page, click the 'drop-down' icon corresponding to the row showing the receipt summary and in the inline menu, click Delete.

2. The Confirmation Message window appears. On the Confirmation Message window, click [Delete]. The receipt is removed.

 
If you attempt to remove an allocated receipt, BrightBooks displays a message that the allocation will be reversed. Proceed only if you are sure.