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Unique Features

This module automates receipt processing functions and has many unique features including:

• Multiple payment types - supports many methods of processing customer payments including direct debit, credit/debit card, cash on account, cheque, and BACS
• Automated allocations - direct debit payments are automatically allocated against outstanding balances, but online payments received through OnePosting are also allocated automatically
• Invoice allocations - a receipt (payment from a customer) can be allocated to multiple invoices
• Credit allocations - credit notes and debtor adjustments can be included with receipts when allocating against invoices
• Split allocations - a receipt from a head office account can be allocated to invoices across multiple delivery accounts
• Allocate by reference number - where a customer specifies the invoice numbers against which a payment should be allocated, the numbers can be input to facilitate rapid allocation of the receipt to the specified invoices
• Lock account for allocation - transactions can be locked for allocation allowing you to 'park' part-completed allocations and return to them later
• Reverse an allocation - if a payment was rejected by a bank, the payment can be reversed on the customer account, and the allocations are reversed automatically

The remainder of this page contains further information on the features and functions of the receipt processing module.

Direct Debit Processing

Direct debits are normally generated at month end, although they can be generated at any time on the system. The process works as follows:

• Generate direct debit batch - the system reads through all accounts for the currency specified that pay by direct debit and calculates the amount due from each one
• Proof list - a proof list is generated that lists each customer being debited, along with the amount being debited from each one, along with an overall debit total
• Direct debit file generated - a direct debit file is generated
• File sent to bank - the direct debit file generated is then sent to the bank

If any debits are returned by the bank, these can be recorded as 'credit cash', i.e. the payment is reversed out and all allocations against the payment are also reversed.

Manual Receipts

Cheques or cash received from customers are input in receipt batches. The batch process provides a means to validate data entry. The number of receipts to be input along with the value of the receipts is input at the start of the batch and the system compares these values against the receipts actually input within the batch.

Batches can also be matched to bank lodgements to simplify the process of bank reconciliation. The contents of a receipt batch can be queried at any time to see the list of payments received, and also to see who input the receipts and when they were input.

Receipts can be allocated against invoices as they are input, or they can be left for allocation at a later time through the General Allocations option within this module.

Handheld Receipts

Receipts collected from customers and recorded on approved handheld computer applications can be uploaded and processed automatically as if they had been input directly onto the system.

Some handheld applications identify the aged balances being paid by the receipt while others simply record the amount collected. Where the aged debt being paid is specified on a handheld application, the allocation is done against that aged debt automatically. If an aged debt is not specified, the receipt is recorded on the system and it has to be allocated subsequently using the General Allocations option.

Details of which handheld recorded the receipt, the date and time it was collected, along with the name of the Operator are associated with the receipt.

Credit Card Payments

Credit card details can be maintained on the system for a customer. This enables the card details to be used by the customer for subsequent transactions without the need to resupply all of their credit card information again.

Reports

Examples of the reports that can be generated from information processed through this module include:

• Manual batch proof list - control report used to validate cash/cheque receipts recorded manually
• Direct debit proof list - control report that lists all debits in a direct debit batch