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Receipts

What can receipts do for you ?

Reciept stands for the money recieved from a customer in to your in-house account (your company account). The reciept feature provides the ability for relationship managers to manage and execute instructions from customers who want to deposit money in to their account, in order to be used for various purposes, such as purchasing equity or shares, trustfund investments and more. The relationship manager can keep track of the receipts of payment made by customers into in-house (your company) account and every other necessary information to asertain that a payment was truly made by a customer before any further instructions in regards to how the funds should be used, is being executed.

Creating a receipt

To create a receipt, navigate to the reciept feature, which is located in the Transactions sub-module of CRM. see the image below:

Fig 1.0 Showing how to navigate to the receipt feature
Fig.1 Showing how to navigate to the receipt feature

You will notice a table with exisiting receipts (if any) or just a table with a few command buttons above it, see the image below:

Fig 2 Showing receipts table
Fig.2 Showing receipts table

Then click on the new button to open the receipt creation form:

Fig 3 Showing the new button for creating a new receipt
Fig.3 Showing the new button for creating a new receipt

Filling the form information

Fill the form carefully with the right information, see image below:

Fig 4 Showing receipt creation form
Fig.4 Showing receipt creation form

Some terms to note (a):

  • Initiate Date: The day the receipt was created in the app
  • Value Date:
  • Partner: The partner, also known as the customer, who is making a payment to the company.
  • Profile Company: The company or specific subsidary company (if you run more than one company profiles within the ERP) that the customer is paying to.
  • Channel: The means to which the instruction was sent. An instruction is a note or directive from a customer to a relationship manager, defining how the customer funds should be used.
  • is Fin entry?: A checkbox option to determine if the person creating the receipt is a staff from the Finance department (one who has Finacial rights in the app).
  • Currency: The currency used for the payment made by the customer to the company account.
  • Amount: The amount of money that was paid
  • Description: The detail of instructions given by the customer to the relationship manager as to how the transferred funds will be used.

Selecting partner:

  1. choose the partner by clicking on the search icon on the partner field,
Fig.5 Showing search icon to select a partner
Fig.5 Showing search icon to select a partner

  1. You notice a modal box pop-up, click on the refresh icon or the search field and hit enter key,
Fig.6 modal box with search bar and refresh icon
Fig.6 showing modal box with search bar and refresh icon

  1. You notice a list of customers, select the customer (for this demo, we will use Ben, John)
Fig.7 Showing list of partners (customers)
Fig.7 Showing list of partners (customers)

  1. Then scroll down and click on the select button,
Fig.8 Showing partner select button
Fig.8 Showing partner select button

Note: Once a partner is selected, the system auto-resolves the partner's GL account details, where the funds will be debited from once payment to the company account is confirmed by the Finance department.

Selecting profile company:

  1. choose the profile company by clicking on the search icon on the profile company field,
Fig.9 Showing search icon to select a profile company
Fig.9 Showing search icon to select a profile company

  1. Select the desired company the partner intends to pay to,
Fig.10 Showing a list of companies
Fig.10 Showing a list of companies

Selecting a channel

Click on the channel dropdown select option and choose the desired channel. for this demo scenario we will use “Email”

dropdown showing list of channel options
Fig.11 dropdown showing list of channel options

Selecting a currency

Click on the currency dropdown select option and choose the currency the partner used to make payment.

Fig.12 dropdown showing list of currency options
Fig.12 dropdown showing list of currency options

Inputing payment amount

Click on the Amount field and type the amount that was paid by the partner

Fig.13 Showing input field for amount
Fig.13 Showing input field for amount

Adding a description

Click on the description field and type instructions given by the partner regarding the payment that was made.

Fig.14 Showing description field with partner instructions
Fig.14 Showing description field with partner instructions

After successfully filling the form section above, Go ahead to complete the other section below where you can setup the Bank Charges and upload any importantant Documentation associated with the partners payment or instructions. see image below:

Fig.15 Showing section to setup bank & Charges, Payment gateway and documentation
Fig.15 Showing section to setup bank & Charges, Payment gateway and documentation

Setting up Bank & Charges

This section is where the relationship manager or user provides the key information that speaks to how their company will be charged for a transaction made onbehalf of a partner and some key information from the evidence of the partner’s initial payment made to the company account such as the transaction reference number.

Some terms to note (b)

  • Contra Company: The company to be charged on behalf of the partner’s payment
  • Contra Acct: The company account to be charged on behalf of the partner’s payment
  • Trans Ref: The transaction reference number from the partner’s receipt (partner’s payment proof).
  • Voucher No: Voucher number, usually auto-generated by the system.
  • Currency Rate: The rate of the currency used by the partner for payment against your local currency
  • Bank Charges: The amount charged by the company’s bank per transaction
  • Handling Charge: The amount charged by the payment gateway per transaction
  • Net Off Charges:
  • Bear Charges:

To setup bank & charges, follow the steps below:

Set contract Company

  1. Click on the search icon in the “Contra Company” field
Fig.16 showing search icon to select contract company
Fig.16 showing search icon to select contract company

  1. Select the desired company that is to be charged by your bank.
Fig.17 showing list of companies
Fig.17 showing list of companies

Set contract account

  1. Click on the search icon in the “contract account” field
Fig.18 showing search icon to select contract account
Fig.18 showing search icon to select contract account

  1. Select the desired account that is to be charged by your bank.
Fig.19 showing list of contract accounts
Fig.19 showing list of contract accounts

Set Transaction method

  1. click on the dropdown menu
  2. select the transaction method the partner used in making a transfer to the company recieving account.
Fig.20 <caption>Fig.20 showing dropdown list of transaction methods</caption> <br><br>
Fig.20 showing dropdown list of transaction methods

Add Transaction reference

Simply add the transaction reference number of the evidence of payment made by your partner.

Fig.21 showing transaction reference input field
Fig.21 showing transaction reference input field

Voucher No

Note: The voucher number remains blank and will be auto generated once the receipt has been successfully created.

Fig.22 showing voucher no. blank input field
Fig.22 showing voucher no. blank input field

Currency rate

Simply input the current exachange rate of the currency used for payment by your partner.

Fig.23 showing currency rate input field
Fig.23 showing currency rate input field

Bank charges & handling charges

Simply populate these fields with the agreed / standard charges as stated by your bank and / or payment gateway.
Note: If there are none, leave it at zero (0).

Fig.24 showing Bank charges & handling charges input field
Fig.24 showing Bank charges & handling charges input field

Net off charges & bear charges

Adding a document of evidence

To add a supporting document that serves as an evidence of payment made to your company account by a partner, simply follow the steps below:

  1. Click on the Document tab.
Fig.26 showing Document tab
Fig.26 showing Document tab

  1. Click on the new button.
Fig.27 showing new button to create document
Fig.27 showing new button to create document

  1. Click on the search icon on the Document Type input field to select the type of document you want to upload.
Fig.28 showing search icon in document type input field
Fig.28 showing search icon in document type input field

  1. You will notice a table appear with a list of document types, you can select the desired document if it appears on the first page as shown otherwise you can use the search bar to directly type the name of the document type you intend to upload or you can use the pagination below to navigate through the pages.
Fig.29 showing search bar and pagination to locate a specific document type
Fig.29 showing search bar and pagination to locate a specific document type

  1. In this scenario, we are trying to upload a transaction receipt or mandate, so you can type the keyword transaction in the search bar and then click on the refresh icon beside the search bar ti execute your search
Fig.30 showing search text in the search bar input
Fig.30 showing search text in the search bar input

  1. From the search result screen you can see the document type of “Transaction Mandate”, select it and then click on the select button below.
Fig.31 showing search result and button to select search result
Fig.31 showing search result and button to select search result

Note:You will notice the document type has now been selected, if there are other key information on the document you will like to keep track of, for example: the expiry date, reference number, receipt date, etc. you can fill them otherwise you can leave it blank if it doesn’t apply to the document type you are uploading.

Fig.32 showing selected document type
Fig.32 showing selected document type

  1. Click on the choose file button to select the transaction receipt from your personal computer file storage
Fig.33 showing 'choose file' button to select a document
Fig.33 showing "choose file" button to select a document

Fig.34 showing computer folder containing the document for upload
Fig.34 showing computer folder containing the document for upload

  1. Click on the “Done” button
Fig.35 showing 'Done' button
Fig.35 showing 'Done' button

After clicking on the “Done” button, you will see the uploaded receipt appear on the table, you can also choose to add another supporting document, edit the details of existing document or delete it.

Fig.36 showing operation commands and uploaded receipt on the document table
Fig.36 showing operation commands and uploaded receipt on the document table

  1. After completely filling the details of the reciept, click on the “save and close button” to save.
Fig.37 showing 'save and close' button
Fig.37 showing 'save and close' button

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