Receipt Detail

Receipt Detail report can be printed either in CSV or XLS format from Receipt Search screen.

It shows the searched results in detailed format. For itemised format, print Receipt Item report.

Report Fields

Receipt Item

Receipt Item report can be printed either in CSV or XLS format from Receipt Search screen.

It shows the searched results in itemised format. For detailed format, print Receipt Detail report.

Report Fields

Receipt a Pay Run

Qualifiers

• You have created a Pay Run invoice

• You have received the payroll funds in your bank account

• If required, you have checked and updated the Pay Run invoice to match the received funds

Process

1. Navigate to Fleet / Receipts / Receipts - Allocate

2. Click on New Batch

3. Banking Date - update to match the payroll date

4. Bank Account - select your Packaging Bank Account

5. Target - enter the received total

6. Navigate to Allocate / Item

7. Target - enter the received total

8. Client - enter the client's code

9. The Target amount should be the same as the Due amount

10. If the totals do not match, investigate and reconcile as required

11. When the totals match, check the check box in the Summary header

12. Click Print

13. Click Save

14. Click Post

Next Steps

You can now Create a Disbursements ABA file

Create a Receipt Batch

Qualifiers

• You have received payment from a client or clients and you want to record the receipts

Create a New Batch

1. Navigate to Fleet / Receivables / Receipts

2. Go to the Receipts / Search tab or the Receipts / Allocate tab

3. Click on [New Batch]. This navigates you to Receipts / Allocate / Batch

4. Banking Date - enter or pick the banking date

5. Bank Account - this will default in. If you have multiple bank accounts, choose the relevant Bank Account for the batch you are creating

6. Target - enter the expected total of your receipts

7. Collation - used if you want to create an aba file for direct debit use. Choose client or contract grouping

Note: You can create one receipt batch for a whole day's banking, or you can create more receipt batches to suit your processes

Enter an Item

1. Navigate to Receipts / Allocate / Item

2. Receipt Type - choose a description that suits. It can be left blank

3. Bank Ref - choose a description that suits. It can be left blank

4. Target - enter the expected total of this item

5. Client - enter or [lookup] a Client if you are making allocations for a Client

6. Move to the Summary tab on the right hand side of the screen to view the information you are looking for

7. Click on Auto-Allocate button to automatically receipt the presented invoice rows in descending order. Once a row cannot be fully allocated, the checking will stop. Because the columns are dynamically sortable, you can sort the records into the row order you want for an automatic allocation

8. Click on Save to save the receipt item

9. You can't navigate away from the item until you have saved or cancelled it

Enter Another Item

To enter another item, press the [New Item] button at the bottom left corner and repeat the required steps.

Post Your Receipt Batch

1. Click Check to check when you have finished your receipt batch. This will verify that each item has a 0.00 variance and that the batch as a whole has a 0.00 variance

2. When the check is confirmed, the Post button becomes available

3. Click Post to post the receipt batch

Warning: Pending and posted batches will be displayed in the Driver Reports, but only posted batches will be included in the Funds Check. We recommend always posting batches that you have reconciled

Recommendations

• If you are receipting packaged vehicles you can enter the Driver, Reg No, or Contract ID value first - this will populate the relevant Client details

• If a contract has had a registration change, entering the contract id will restrict the detail results to the current Reg No only. Enter the old Reg No at the time of invoicing instead of the contract id in this case as the then current Reg No is stored with the invoice when it is created. Entering the Reg No will display the invoices relevant

When Editing an Item, Put Money On Account

If you have received money and you don't have an invoice to match the money too, you can use the On Account button to receipt this money to a client or contract ahead of the required invoice being created.

On Account receipts can be allocated to a client or a contract record. It can be for the full amount that was deposited, or for just the part that doesn't have a matching invoice. We recommend that you do on account allocations after you have allocated everything else that is known to the client or the contract.

To Receipt to a Client Record, You Must Be

• In the Receipts / Allocate Summary tab

• "Client" is populated (to identify the client that the On Account will go to)

• "Driver", "Reg No", and "Contract ID" filters must be blank, but "Client Group" can also be populated

To Receipt to a Contract Record, You Must Be

• In the Receipts / Allocate Detail tab

• "Driver" and "Reg No" filters must be blank

• Enter the "Contract ID", or click on one of the "Contract" hyperlinks in the Detail content area

• The "Driver", "Reg No", and "Contract ID" filters will all now be populated

At This Point the On Account Button is Now Available for Both Situations

• Enter the amount you want to put on account into the editable field that shows in the Allocated column

• If you have already entered a "Target" amount for the item, the calculated "Variance" that exists at this point will auto-populate into the editable field

Import a Receipt Batch

Qualifiers

• You have received payment from a client or clients and you want to use a file to import the receipt batch details in bulk

Prepare

1. Review your bank statement and make a note of the amount and date that you want to process

2. Open the Deposit Import template to create a deposit csv file

3. Go to Import file if you need to find out how to populate the csv file

4. Check that the total amount in the file equals the bank statement amount

Process

1. Navigate to Fleet / Receivables / Receipts

2. Click the Allocate tab

3. Click the Import button to import your file

4. If there are any errors in the file the system will give you an Open or Save dialogue box so you can view the errors in a csv file. The Batch will not be created if errors exist

5. Go to File Validation and Troubleshooting to troubleshoot and correct your errors

6. Import again

7. Check that the Receipts / Allocate Batch "Target" amount matches your expected amount

8. Check and update the Receipts / Allocate Batch "Banking Date"

9. Click Check

10. Click Post

Delete a Receipt Batch

Qualifiers

• You want to delete a receipt batch

Process

1. Navigate to Fleet / Receivables / Receipts

2. Receipts / Search - use the filters to locate the receipt batch you want to delete

3. Status - choose 'Pending' (only pending receipt batches can be deleted)

4. Receipt-Item - click on the hyperlink to navigate to the Allocate / Item tab

5. Go to the Allocate / Batch tab

6. Click on the Delete button (located in the top right corner of the screen)

7. A confirmation dialog appears: "The receipt batch and all allocations will be deleted. Continue?"

8. Click OK to confirm the deletion

9. Click Cancel to cancel the deletion if you're not sure

Once deleted, the batch cannot be seen or selected from the Receipts / Search screen anymore.

Receipts ABA

When a batch is displayed on the Allocate tab, you can print a csv file of the transactions or produce an ABA file to create a client direct debit file for importing into your banking software. The ABA file is available for "Pending" and "Posted" batches.

For the ABA file to be created successfully:

• Each client within the batch will need to have their banking details populated in the Client / Contract Defaults tab. i.e. "BSB Number", "Bank Account Number" need to be populated and "Payment Method" set to Direct Debit

• The batch must have a zero variance

• A "Collation" method must be selected

• Batches that result in negative lines in the ABA file will not output (you will get a warning message)

Batch Creation

You can create direct debit batches manually, or a scheduler process can be developed to automate the creation of Direct Debit Receipt Batches.

Scheduling Your Direct Debits

Contact your Account Manager if you want to get a scheduler process set up to automate batch creation. This work is chargeable.

The expected process when direct debits are scheduled is this:

Report Created

• User is emailed

• Report contains summary of clients and records that will be in the Direct Debit Batch

Script Creates Direct Debit Batch Using the Following Criteria

• Clients / Contract Defaults "Payment Method" is 'Direct Debit'

• Clients / Contract Defaults BSB and Account Number are populated

• Contracts have billing records that are unpaid (choose if only unpaid or also partly paid records are selected)

• Contracts have billing dates or terms that meet the selection rules

The Direct Debit Batch Will Contain the Following Details

• Banking Date is added as today

• Bank Account - the specified account is added

• Target - as calculated for the batch

• Variance - is 0

• Collation is added (as specified)

• Status is set as 'Pending'

• Item No - a separate item is created for each client in the selection

• Receipt Type is set as Direct Debit

• Client - each client code is stored

The User Has Received an Email Alert and Must Then

• Review the pending batch

• Print the ABA file

• Load the ABA file into banking software for processing

When the Bank Statement is Received

• The batch can be posted

• If any reversals occur, they will also need to be processed, or the original batch edited to net off the reversal before posting

Set-Up

See also the process page Change a bank account.

Catch-e Support Notes

Refer to this task for a starting point for automation scripts: CAT-18370 Automated Direct Debit Receipt Batch Process.