What it does
A receipt voucher records money coming in. Customer payments are the usual case and are described in Receive money from a customer. The same screen records any other money received: rent or interest earned, a loan taken, an owner's deposit. It does not offer suppliers (only an account set up as both customer and supplier): a refund from a supplier is recorded by your accountant with a journal voucher (Which voucher do I use?).
Open Receipt voucher (menu Receipt Voucher). The list shows the Voucher no, Date, Reference Voucher, Receipt on (the cash or bank account), Received from, Amount and TDS amount, and an Approved or Pending status when your company uses approval for vouchers.
Make a receipt
- Choose Add
- Choose the receipt type
- Choose where the money went
- Add the lines
- Save
| Area | Change |
|---|---|
| Cash or bank account | Goes up by the total |
| Each ledger it came from | Goes down: a customer owes less, an income account is credited |
| An invoice | Only a receipt against it lowers its Due amount (What clears what in the customer's account) |
| Stock | Nothing |
| IRD | Nothing: receipts are not sent to the IRD |
What the screen checks
| Check | Message |
|---|---|
| The date is before the fiscal year starts | The financial year for this transaction date has already been closed, so you are not allowed to make a transaction on this date. |
| No lines | Please provide data details to save the transaction. |
| The same ledger twice | Data related to this ledger on this voucher already exists. |
| An amount of 0 | Transaction with zero (0) value not allowed. |
| More than an invoice's outstanding amount | The amount could not be greater than the outstanding amount |
| A TDS amount with no TDS ledger | Please set the TDS ledger before giving the TDS amount |
| A foreign currency has no rate | Please set the rate for the currency selected. |
The full list, with causes and fixes, is in Messages you may see. Over-receipts are allowed only when your company switched on Over payment receipt applicable (Company settings that change buying and vouchers).
After saving
| You want to | Do this |
|---|---|
| Change it | Edit, until it is approved (where approval is on), reconciled with the bank or its year is locked (Change or delete a saved voucher) |
| Remove it | Delete, until it is reconciled or its year is locked. An approved receipt is not deleted: correct it with a new voucher |
| Send a confirmation | Send SMS |
| Add many at once | Import from a spreadsheet (Import receipts, payments, contra and journals from a spreadsheet) |
Common questions
Which receipt type do I choose?
Against voucher when the money pays named invoices of one customer; Against voucher(Multiple Party) when one payment covers invoices of several customers; Advance or Customer for money from a customer with no invoice to name yet; Other for money that is not from a customer (interest, a loan, the owner).
My bank account is not in Deposited to.
The list follows the Payment/Receipt mode: cash accounts for cash, bank accounts for a cheque or a transfer. Change the mode, or check that the account is set up as a bank account (The books: ledgers, vouchers and the invoice).
I cannot find the supplier in Received from.
The receipt voucher offers customers, accounts that are both customer and supplier, and other ledgers, not suppliers. Money back from a supplier is booked with a journal voucher (Make adjustments with a journal voucher).
The customer paid by a cheque dated next week.
Record it as a cheque entry and deposit it when the date comes (Record and deposit cheques); the deposit makes the receipt.
The receipt is approved and wrong.
It cannot be edited or deleted. Make a correcting voucher, or ask your accountant for a journal voucher.