Receiving payments - batches

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Overview

Receipts may be allocated to batches which then follow an approval workflow.  Batches may be commenced from Purchase Orders, or from Accounts Payable listing.

Receiving payments - batches

1.    Click Transactions > New Paying-in Slip Batch.

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch1.png

2.    Enter a description for the batch:

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch2.png

It is suggested that the standard wording plus an appended date will assist later tracking of the batch but, as each batch retains its creation date, any description will suffice.

3.    Click [OK] to open the Paying-in batches screen.

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batches3.png

4.    Click [Receive Payment].  The following screen will be shown:

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch4.png

Note

You are also able to receive a debtor payment at this stage by clicking [Receive Debtor Payment].

Complete the following details:

Field

Value

Reference

If known (not required)

Payer

Joe Bloggs

Address

Populates from counterparty record

Memo

If known (not required)

Account

Intellectual property

VAT Code

If required

Net

1000

VAT

Populates based on VAT rate

Total

Populates from Net plus VAT

Allocation

Leave blank

Your screen should look something like that shown below:

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch5.png

Note

Generally, the allocation will be blank in this circumstance as the monies being received will not be against statement of affairs assets.  Such assets will be realised as detailed in the appropriate chapter of the manual.

5.    You may print a deposit or paying-in slips, or receipt, by clicking the appropriate buttons.

6.    Click [Save and Exit] to save the batch, or [Save and New] to add to the current batch.  The batch is now shown in the batches register.

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch6.png

7.    The same batch information is shown on the job’s Financials screen.  Go to Financials > Batches > Paying-in Slips > Batches – Pending Submission:

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch7.png

8.    By clicking the batch record, the batch may be opened for approval.  Click the [Submit Batch for Approval] button:

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch8.png

Note

The exact route from here depends upon a number of factors, not least of which are the approval workflow settings.  It may be that approval workflow is not implemented on the practice’s system.

9.    An approval e-mail is sent to the user specified in the user in the approval workflow, as shown on the ‘Authorised Users’ panel:

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch9.png

Select the relevant user by clicking the appropriate checkbox.

Note

You may change the default Subject and Message text.

Click [Send Email Now] to send the e-mail.

10.    The batch is now shown under Financials > Batches > Paying-in Slips > Batches – Unposted:

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch10.png

11.    Once all approval steps have been taken, you may now submit the batch by clicking “Post Batch”:

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch11.png

12.    The batch details screen is shown:

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch12.png

13.    Click [Post Batch] to confirm the postings.  The following confirmatory dialog is shown:

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch13.png

14.    Click [OK] to close the batches screen.

The completed batch is now shown under Financials > Batches > Paying-in Slips > Batches – Posted:

File:test/insolvency/120_10+Accounts/130_Accounts+Receivable/040_Receiving+payments+-+batches/Batch14.png

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