Allocate a receipt

TABLE OF CONTENTS

• Introduction
• Find the receipt 
• Allocate receipt to a debtor account
• Allocate receipt to a general ledger 

Introduction

Once you’ve created a receipt within a batch, you need to allocate that receipt to a debtor account, a general ledger, or both.

This guide shows you how you can allocate part or the total receipt amount to a debtor account or a general ledger.

You can approve receipts only after they’ve been allocated.

Find the receipt 

1. To find a receipt from a batch, go to your [Finance entity name] > Cash receipts entry.
2. Under Receipt batches, search and select the batch you need to open from the list. You can enter the batch description into the search box or enter a date range in the date picker to search for batches using the batch creation date.

       3. Under Receipts, select the receipt you need to allocate to open it up.

Note – If this receipt is already approved, you’ll need to unapprove it before making any changes. 

Allocate receipt to a debtor account

Go to your [Finance entity name] > Cash receipts entry.

1. Search and select a batch to view receipts inside.
2. Under Receipts, select a receipt to open it.
3. Under Receipt allocation, select Add > Debtor account. 

       4.    Fill in the details: 

• Add debtor account allocation: 
  • Debtor account: Select one from the list or search by account number or reference.
• Select fees to pay:
  • Description on receipt:  The description you entered when you created the receipt displays on future account statements for the payee. You can edit it if you need to.
  • Allocation amount: The total receipt amount automatically displays here. If you’re allocating only part of the amount, update the amount you’d like to allocate.
    Note – The allocation amount can’t exceed the remaining amount shown in the receipt.
  • Auto allocate: Select if you want to auto-allocate the receipt amount based on charge priority and charge date.

       5. When you’re done, select Save. 

You’ve now added this receipt to a debtor account.

Allocate receipt to a general ledger 

Before you begin, make sure the receipt has a remaining amount to allocate.

Go to your [Finance entity name] > Cash receipts entry.  

1. Search and select a batch to view receipts inside.
2. Under Receipts, select a receipt to open it.
3. Under Receipt allocation, select Add > General ledger.
4. Fill in the details add a general ledger allocation: 
   • Description on receipt: Enter a description. 
   • GL code: Select a general ledger code from the dropdown list.
   • Amount: Enter the amount you want to allocate to the general ledger. 
   • Tax code: Select a tax code from the dropdown list. 
   • Transaction description: The name on the receipt appears here. You can change this if you need to. 

When you’re done, select Save.
You’ve now added this receipt to the general ledger and created a record for the transaction.

Next, you can approve the receipt.