Money Receipt

Accounts Receivables – Money Receipt

Money Receipt Overview

The Money Receipt screen is the first drop-down in the Accounts Receivables ‘Data Entry’ menu. This screen allows the user to process income received directly to the order or receipt number.

Money Receipt does not have provision for the entry of any Client information, as only Order and Receipt numbers are expected to be entered in this screen.

Things to note before entering a Money Receipt:

  • Money Receipt is very similar to the Money Payment function in Payable’s.
  • The system will automatically display the E.F.T option by default for Transaction Payment. Other forms of payment can be selected in the drop-down menu.
  • Any data entry field that has a light blue background is a “user searchable” linked field. Use the Wildcard characters (@ or ?) and (command for Mac or ctrl for Windows) keys to bring up a list of Clients or Account details.
  • Any field name that is underlined denotes a pop-up selection box.
  • SapphireOne performs a considerable amount of error checking before you can save the transaction. The transaction must not be Out of Balance (as seen in above image) and signifies the transaction has been entered correctly.

There are five main areas of the Money Receipt screen

1. Transaction Area

How to enter details in the Transaction area

  1. Order Number – Enter the Order Nº if applicable.
  2. Receipt N°- SapphireOne will automatically generate a Receipt Nº sequentially. You can overwrite this if required.
  3. Date In – SapphireOne will automatically enter in today’s date .
    To select an alternative date, click on the underlined Date In for a pop-up calendar or manually type in the date.
  4. Period – SapphireOne will automatically enter in the current Period or the Period relating to the Date you have entered.To select a different period, click on the underlined Period for a pop-up period list. Some Periods may not appear on the list as they may be locked (i.e. Transactions for the period are complete and have been locked by a user in Utilities mode).
  5. Total – Enter the Total Cost of the transaction including Tax.
  6. Payment Type – The system will automatically assume the payment is to be processed immediately and display EFT option.
  7. Paid To – Once the payment type has been selected, check the payment has been allocated to the right Bank Account- with the account ID and description. There is a default bank account in the General Ledger which can be changed. Use the Wildcard [( @ or ? ) and TAB ] option for a list of other bank accounts. 
  8. Memo – Enter any data. By selecting the green icon the user can date and time stamp the memo. 
  9. Document Paperclip – Scan and attach any documents relating to the money receipt.  
Click here to see how to attach documents to the transaction using the paper clip:
    • Click on the red paper clip in the top right side of the Transactions area to attach the first document. A pop up document List will be displayed.
    • From the pop up Document List select the green (+) button to add a document. Navigate to the documents location on your computer and select it by clicking on the Open button down the bottom of the screen.
    • Then click on the green tick on the main toolbar to attach the document. The paperclip will turn green indicating that there is now a document attached.
    • If  the paper clip is green document/s have already been attached to the transaction. To add more documents click on the green paperclip and follow the exact same procedure as above to attach additional document/s. Remember to save the document list each time by selecting the green tick on the main toolbar.
    • To delete a record or document, click on the Green paperclip, then select/highlight the document to be removed and select the  Minus (-) button. A pop up will ask for confirmation of the deletion. Green tick on the main toolbar out when you are done.

2. Information Tab Area

The Information area is used to display additional information about the current transaction. You may only view information here, not alter it.

The Information tabs change automatically for the different transactions being viewed. There are five main tabs in the Money Receipt Information area. The tabs for this type of transaction include as follows:

  • Bank – This tab displays details about the Bank account that has been selected.
  • Controls – This tab lists the details of when the transaction was entered, created, posted and by whom. It shows % that has been allocated, if it has been modified and by whom, any errors and discounts used.
  • G.L. – This tab displays the General Ledger details for the General Ledger account entered into this receipt.
  • Transaction – This tab displays the last 20 transactions. By selecting a historical transaction and then right mouse clicking you can: Copy Transaction, Copy Lines, Open In Inquiry.
  • Error Code – Error Codes are displayed under the Controls Tab, and all additional information on an error in a transaction is displayed under this Error Code tab. 

3. Standing Transactions Area

The Standing Transactions area is used to set up recurring transactions and controls how often the record is to be created for each period.

A standing transaction is usually given a start date and a finish date. 

Click here to see how to set up Standing Transactions:
  1. Scheduled – You may select Monthly, 30 Days, Fortnightly, Weekly, Yearly, Other or None. By default, the system will not set any dates. These must be entered by the user. If you select ‘Other’ you will be asked to specify the period in days.
  2. Start/Next Date – The date in field at the top is the Start date. Once you select the frequency from the Scheduled drop-down menu, the system automatically creates the next date of your scheduling. You can also manually enter in a date by clicking on the Start/Next Date.
  3. Stop Date – A pop-up calendar will appear automatically for you to enter in a Stop date as required. You can also manually enter in a date by clicking on the Stop Date.

Standing Transactions will only be created if the previous periods Standing Transactions have been posted.

If the Stop Date is set as 00/00/00 the standing transaction will continue to be automatically created by the system until the user deletes it.

4. Transaction Destination Area

The Transaction Destination area is where the lines that go to make up this transaction are entered and stored. If the transaction has been saved but is currently  unposted, they can be added to, or modified as required.

The easiest way to add a line is with the keyboard shortcut command forward slash (/). The system will then place the cursor in the Account ID data entry field ready for the entry of a new line.

These lines may also be added to by clicking on the green Plus (+) or the green  Minus (-) to delete the currently highlighted line.

How to enter details in the Transaction Destination area

  1. Account – This is a linked field and the User can use the Wildcard [( @ or ? ) and TAB ] option to search for the Account ID.
  2. Account Name – Once the Account ID is entered, the system will automatically populate this field with the account name.
  3. Net Amount – Type in the Net Amount. This is the amount minus tax or tab though and enter in Total Amount. The system will either forward or reverse calculate as required.
  4. Tax Code – Use the Wildcard [( @ or ? ) and TAB ] options to search for the appropriate Tax Code, or accept the default code. % field will automatically populate with the appropriate tax percentage based on the tax code selected. If you would like to change the tax code, simply over-type. The Tax Codes are set up on a Company by Company basis and may be viewed or set up by going to:
    • Go to Mode drop-down menu in the top left corner.
    • Select Utilities.
    • In the top tool bar under Controls select Company.
    • Click on the company you would like to set up the tax code.
    • Go to Page drop-down menu in the top left corner.
    • Select “Periods & Taxes” to set up the Tax Codes.
  5. Amount – The system will automatically populate this field with the appropriate tax as a dollar amount based on the tax code selected.
  6. Total – If the User has entered in the Net Amount, the system will automatically populate this field of the total amount based on the amount and tax amount. Alternatively the user may enter the total including tax and the system will re-calculate the amount.
  7. Project – Is a linked field and the User can use the Wildcard [ (@ or ? ) and TAB ] option to search for the Project ID. A retention can be set by the project, which will automatically apply a retention. The percentage retained is displayed, and this may be altered on an invoice by invoice basis if required.
  8. Project Name – Once the Project ID is selected, the system will automatically populate this field with the Project Name.
  9. Notes – Any additional information relating to each transaction line can be inserted here.
  10. Transaction List – All of the lines in the transaction are displayed here. It is a simplified list which displays only the basic details of each transaction. You cannot edit directly from this list. To view or modify any line in this Line Listing area- select/highlight a line. Additional data entry fields will then be displayed for you to view or modify immediately above the list.
  11. Company – This button is only displayed if you have multiple companies set up in your SapphireOne data file. It will direct you to a new screen where you can manage and allocate percentages or fixed amounts across the various companies.

5. Transaction Footer Area

The Transaction Footer is the information bar along the bottom of the screen, and allows you to easily check the critical details of a transaction. These details include:

  1. Sequence – The system automatically generates a sequence number.
  2. Batch – The system automatically generates the batch total. This is the total of all the client invoice that have been entered at any given time.
  3. Out of Balance – The system automatically generates the Out of Balance Total. The Out of Balance amount must be 0.00 to enable the saving of the transaction.
  4. Rules Level – This is a linked field. The User can click on the Rules Level and a pop-up Organisation Chart will appear. Select the Level you would like to apply and hit OK.
  5. Tag – A drop-down menu allows the User to mark the transaction with a tag.
Click here to see how to Create, Delete or Manage Tags:
  • Note that a tag of HOLD is hardwired into the system. When it is selected the transaction may not be posted until the tag status of HOLD is removed or altered to something other than HOLD.
  • Many of the tag headings are user configurable. All of the items in the tag drop down lists may be created by the user.
  • To add in a new tag to the list simply type it in and move the focus away, (tab away). The system will ask if you want to add the new tag to the list.
  • To remove a tag, select it, then re-select it while holding the Control or Command key down. You will be asked if you want to remove it from the list.

How to save a Money Receipt

It is important to note that the Out of Balance must always equal to 0.00 before the transaction can be saved.

SapphireOne checks that each transaction entry is complete and balanced before allowing any saving operation. When the Out of Balance is 0.00, the Save button will activate in the top tool bar, and a Blue Arrow will also be displayed which denotes the next record.

You can save your Money Receipt by:

  • Clicking on the green tick, saving the current transaction and returns the user to the list.
  • Clicking on the blue arrow, saving the current transaction and opens the next transaction in the list.
  • Hitting the ENTER key on the keypad, saving the current transaction and returns the user to the list.

How to set up Rules Level in the Organisational Chart

You can set up SapphireOne Rules Level in the Organisational Chart by:

  1. Going to Mode drop-down menu in the top left corner.
  2. Selecting Utilities.
  3. In the top tool bar under Controls select Organisational Chart.
  4. Click on the Organisational Chart buttons – Add Level or Remove Level and DONE when finished.

How to Re-Name the Tag Headings

You can custom re-name the tag headings by:

  1. Going to Mode drop-down menu in the top left corner. 
  2. Selecting Utilities an then the Controls menu from the main toolbar.
  3. Then select Master Defaults which will open with the system page displayed.
  4. Tags may be re-named in Clients, Vendors, Projects and Inventory by selecting to appropriate item in the Master Defaults page menu.

Watch how to enter a Money Receipt in SapphireOne

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