Sales Ledger Receipts

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The Sales Ledger window is used for entering debtor payments, producing receipts and adjustments and allows you to view the current and aged debtor amounts for a client’s bills. When a client pays an invoice, the details need to be entered into the Sales Ledger so that debtor amounts can accurately reflect the outstanding client debt.

When receipts are entered, they reduce the total debtors amount for a client. Receipts can be allocated to a specific invoice item down to the employee level.

The Sales Ledger window 

The Sales Ledger window contains the following options:

  • Adjustments

  • Receipts

  • Ledger

These options control which window is shown and the tasks that can be performed in each.

Clicking Adjustments displays the Adjustments window. In this window you can create an adjustment note for a particular debtor payment. For more information, see About Adjustments.

Clicking on Receipts displays the Receipts window. In this window you can enter receipts for payments received against outstanding client bills and unallocated cash.

Clicking on Ledger displays the Ledger window. In this window, you can view the aged debt for the client and reverse receipts entered incorrectly. You can also export the client bill data to a Microsoft™ Excel spreadsheet, or preview or print it.

The Sales Ledger window contains the following buttons:

  • Post

  • Unallocate

  • Allocate

  • Reverse

  • Reallocate

Topics in this Section

  • Clients sometime send one cheque to cover a number of different fees. If this occurs, you will need to allocate the payment to multiple invoices. This process is achieved by entering the total amount of the receipt, and then allocating it against each of the invoices until the unallocated amount is zero.
  • An unallocated receipt is money received by the practice from a client who does not as yet have an invoice against which to match the payment. For example, when cash is received in advance of the work being billed. Once the prepayment has been entered, it is posted to update the debtor’s ledger. There is no matching at this stage as the invoice has not yet been generated. When the invoice is raised and posted, the unallocated receipt can then be matched.
  • As a part of the receipt process, payments should be matched against an invoice. At times, however, an incorrect allocation may be made which needs to be corrected. You are able to reallocate a receipt if the receipt and the two invoices involved are for the same client and they are in the same open tax period.
  • You can reverse a receipt entry completely so that if an error was made in the original entry of the receipt, or the payment was stopped, you can remove this transaction from the client’s Ledger. Once you have reversed a receipt, it is no longer in the system and cannot be reallocated later. Receipts can be reversed across open or closed tax periods. The reversed receipt can be viewed in the Ledger window when the client is selected.
  • If an error was made in the tax rate for entry of an unallocated cash receipt, you can reallocate the receipt and correct the tax level.