How do I post a Receipt for a Cash on Account Payment?

Example:

The client James Abery has been sent a quote for services he inquired about. Before receiving an invoice, he has already paid the amount by giving you a check.

  • His payment can be posted as un-allocated cash or "cash on account".

  • Un-allocated payments can cause the client balance to be in credit.

  • Un-allocated payments are automatically allocated to invoices as and when they are subsequently created, but you may need to edit these allocations manually.

How do I Add the Receipt?​

            ON DESKTOP:

Navigate to Clients > Receipts & Refunds > Receipts

STEP 1​​​

  • Click "Add New Receipt".

STEP 2

  • Enter the information as follows:

    • Date​: Enter the date the payment was received.

    • Amount: Enter the payment amount of $320.00.

    • Receipt Type: Enter the method of payment, such as direct credit, cash or check.

    • Details: The default text can be left as "Payment Received" or you can adjust to suit your own description, such as adding a Check number.

  • Note that there are no outstanding invoices to apply this payment to, so it will be held as a credit on the account (cash on account) until the next invoice is created. 

STEP 3

  • To send James an email receipt, toggle ON the option for "Email Client".

  • Select the appropriate "Email Template" from the drop-down list (typically the "Receipt" email template is used on this page).

  • You can edit the "Email Subject" and the "Email Body" content as you wish.

  • Note that the merge code ${PAYMENT_RECEIVED} will insert the payment amount ($320.00) into the email. 

  • Click "Add Receipt".

STEP 4

  • The receipt can then be seen on the Receipts list.

  • To view the details of the receipt, you can click on the receipt – either the date, the description, the total amount, or anywhere in the grey or white receipt panel.

  • You can see that the amount of the payment is "Unallocated" because there are currently no outstanding invoices it can be applied to.

  • You can see that the client's account is now in credit by $320.00.

  • If for some reason the client has changed their mind about the services and would like a refund in the form a a check or cash, then you can click the "Create Refund" button to add a bookkeeping refund to the client's account which will document the fact that you returned the client's payment.

STEP 5

  • Navigate to the Orders & Invoices tab.

  • James' quote has now been converted into an invoice. Pet Sitter Plus has automatically allocated the "cash on account" or credit amount to this invoice.

  • It is now showing as "Paid" in green in the "Status" column.

  • The account balance has been automatically adjusted and the balance is now zero.

ON MOBILE:

STEP 1

  • Tap the Navigator and select Clients > Search

STEP 2

  • Navigate to your client's account from the Clients search page.

  • In the left-side navigation pane, tap "Receipts & Refunds" then tap "Receipts".

STEP 3

  • Tap "New Receipt".

STEP 4

  • Enter the information as follows:

    • Date​: Enter the date the payment was received.

    • Amount: Enter the payment amount of $320.00.

    • Receipt Type: Enter the method of payment, such as direct credit, cash or check.

    • Details: The default text can be left as "Payment Received" or you can adjust to suit your own description, such as adding a Check number.

  • Note that there are no outstanding invoices to apply this payment to, so it will be held as a credit on the account (cash on account) until the next invoice is created. 

STEP 5

  • To send James an email receipt, toggle ON the option for "Email Client".

  • Select the appropriate "Email Template" from the drop-down list (typically the "Receipt" email template is used on this page).

  • You can edit the "Email Subject" and the "Email Body" content as you wish.

  • Note that the merge code ${PAYMENT_RECEIVED} will insert the payment amount ($320.00) into the email. 

  • Tap "Add Receipt".

STEP 6

  • The receipt can then be seen on the Receipts list.

  • To view the details of the receipt, you can tap on the receipt – either the date, the description, the total amount, or anywhere in the grey or white receipt panel.

  • You can see that the amount of the payment is "Unallocated" because there are currently no outstanding invoices it can be applied to.

  • If for some reason the client has changed their mind about the services and would like a refund in the form a a check or cash, then you can tap the "Create Refund" button to add a bookkeeping refund to the client's account which will document the fact that you returned the client's payment.

STEP 7

  • Navigate to the Orders & Invoices tab.

  • James' quote has now been converted into an invoice. Pet Sitter Plus has automatically allocated the "cash on account" or credit amount to this invoice.

  • It is now showing as "Paid" in green.

  • The account balance has been automatically adjusted and the balance is now zero.

ABOUT US



Pet Software Ltd provides a market leading scheduling and billing solution for Pet Sitters, Dog Walkers, Dog Day Care Centres and Kennels. Pet Sitter Plus helps pet sitters to spend more time with pets and less time on administration.



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