The following describes how to register payments for which contra accounting should be done on voucher rather than on document level. And, the received payment amount should be controlled on voucher level, as well. It means that for all the payments entered in the voucher one common bank accounting should be made.
Additionally, which applies here, the sum of payments registered in the voucher should be controlled by the system to verify if it matches the payment amount received and accounted on our bank account. The total received amount is registered for the voucher by entering Opening balance and Closing balance for the bank account.
Prerequisites
The following needs to be set up and defined:
- Create a payment document for which:
- no pseudo account is defined for automatic contra booking, Check balance is set to NO, G/L postings panel is set to NO and Reverse sign is set to YES.
- Create a voucher type for which:
- a pseudo account is defined for automatic posting, Check voucher amount is set to YES, and the Enter A/R payment routine is set as the voucher’s default routine.
- Create a voucher template (called e.g. FINANCIAL) as a copy of the SYSTEM template for which the display attributes of Opening/closing bal. and Account is set to YES.
- Additionally, which applies here, the voucher type that you create is defined as the default value for the Voucher type field for the template. For more information, see Create a template required if the received payment amount is to be controlled on voucher level.
- Select the Work with open batches menu item.
- On the main panel, click Add.
- You access Batch and voucher headers. Make sure that the template you created, i.e. FINANCIAL, is the active template. The active template name is displayed in the panel heading. If FINANCIAL is not the active template, then click Select template and select it from the list. See About working with templates in the Open batch environment for detailed information. The following fields apply:
- Voucher type
- Enter the voucher type that you created.
- Opening balance
- The balance of the account defined for the voucher type is retrieved as the opening balance.
- Closing balance
- Enter the closing balance from your bank statement.
- You access the A/R payment panel. Enter a payment using the document type that you previously created. Register all the received payments. For detailed instructions, see Enter a payment and settle it manually.
Click OK. Some of the fields are defaulted based on the values defined for the entered voucher type.
Click OK.
The total sum of the A/R payments that you register for the voucher must be equal to the difference between the opening and closing balance. Otherwise, the voucher will be in error. This is because the voucher amount is validated since Check voucher amount is set to YES for the applied voucher. Compare also with the information in Enter a payment for a voucher with a pre-defined voucher amount. Exit the routine.
Related topics
- About the Open batch environment
- About entering payments manually in the Open batch environment
- Enter a payment and settle it manually
- Enter a payment and settle it with a document identified by its type and number
- Enter a payment and settle it with a document identified by its bank reference number
- Enter a payment and settle it with a document identified either by its number, by its type and number, or its bank reference number
- Enter a payment and settle it with a document identified by its type and number when “Init from existing” is YES
- Enter a payment and settle it with a document identified by its bank reference number when “Init from existing” is YES
- Enter a payment and settle it with a document identified either by its number, by its type and number, or its bank reference number when “Init from existing” is YES
- Enter a cash book transaction manually
- Enter sundry debtor information for a payment
- Change sundry debtor information for a payment
- View documents used to settle an A/R payment
- View settlement data of a settled A/R payment
- Cancel the settlement for a payment from the A/R payment panel
- Enter a payment for a voucher with a pre-defined voucher amount
- Enter a payment with selection of documents to settle
- About working with templates in the Open batch environment