As with other processing functions in MPM , receipts are raised in batches. When receipting it is normal practice to include multiple receipts in a single batch for efficiency and ease of processing.
Because each practice can have different setup requirements, what you include in a batch will vary from one practice to another.
Raising a receipt
To raise a receipt or payment against a previously captured fee or invoice, select Processing from the menu at the top of the screen, then choose Receipts from the drop-down list.
This will take you to the Receipts screen.
To begin, select new batch.
Batch details
Processing Office | The Office will default to the office you are allocated to as an employee. If you need to raise the receipt for another office, change the office accordingly. Note: Only invoices or fees raised under the selected processing office will be available to receipt against. |
Batch Number | Leave this as is and it will auto allocate |
Date | Enter the date the receipt(s) is being applied.This date determines which invoices/fees are available to receipt against. If your receipt date is earlier than the original invoice/fee date, those items will not be available to select. |
Approver | Choose either System Assigned (based on your approval settings) or a specific approver , again determined by your approval settings. |
Default Receipt Entry Group | Choose the appropriate option. This selection applies to the entire receipt batch. - Receipts – default and most common option - Receipt Adjustment – select this if you are reversing a receipt You may have additional options set up to break down the types of receipts you receive (for example, Direct Deposit , Cash & Cheque, Credit Card). These can be set up under Maintenance > Entry Groups. |
Debtor details
Client | Choose your client by typing their name or client code. |
Biller | This will default to the Client Partner |
Office | Office will default to the Processing Office selected above. |
Service Line | Will default to the Employee Service Line. Can be changed if required. |
New receipt item
In the Invoice field, use the drop-down list to view all outstanding invoices you can allocate the payment to. Select the relevant invoice – the receipt amount will default to the full invoice value and use the same GST type as the invoice. If only a part payment has been made, update the amount to match the payment received.
You can use the Narration area to capture any relevant comments. Alternatively, you can select a narration from the Std Fee drop-down list to populate a standard paragraph.
Tip: When printed, the receipt does not display the invoice it was allocated against. This information is available in several other locations in MPM. If you would like this visible when viewing a receipt, record details it in the Narration field.
Once you have entered your narration, click the Save button in the green area. This will save the entry and move it to the blue line.
You will now see that the Batch Total matches the receipt amount you have captured in blue.
You can add additional receipts to the batch by clicking New Receipt. As you add receipts, the Batch Total will update accordingly.
Once you are happy with the batch, click Save and Close. This will save the batch and it will be ready to submit. When you submit the batch, it will be sent to the relevant approver for approval.
It’s important to note there is no Unapprove option for receipt batches. Please carefully review your batch before approving. If you find an error before posting, you have two options:
delete the entire batch and re-enter it, or
post the batch and record a correcting receipt as an additional transaction.
Deallocating receipts
If you need to reverse or transfer a receipt, you must first deallocate it from any fees/invoices.
To do this, go to Processing > Receipt Allocations.
The following screen will display
Change the Office if required, then enter and select the relevant client.
Scroll to locate the relevant receipt. If the receipt is allocated to an invoice/fee, an invoice number will appear in the Invoice column of the Receipt Detail table. To deallocate it, click DEALLOCATE.
The invoice number will change to the receipt number with a U at the front. This indicates the receipt is no longer allocated to an invoice/fee.
You can also check if receipts are unallocated using the Debtor Entries link on the client profile.
Once the receipt is unallocated, you can proceed to reverse it.
Receipt adjustment
If you have made an error with a posted receipt and need to reverse it, the process is similar to raising a new receipt.
This process cannot be completed in a prior period, so the adjustment may appear in a different period to the original receipt.
First, ensure the receipt is unallocated – refer to the steps above.
Then go to Processing > Receipts and complete the Batch Details , making sure you select Receipt Adjustment as the Entry Group.
Complete the Debtor details as usual.
New receipt item – reversing a receipt
In the Invoice drop-down, select the “invoice” with a U preceding the receipt number – it will display as a negative amount.
Check the amount, GST allocation, and other details (these should match the original receipt).
Click the Save button in the green area to move the entry to the blue area.
Review the receipt and batch totals and, if there are no other items to process, click Save & Close and continue the approval process to post.
When you review the allocation report for the new and original receipts, you will see they offset to nil.
Allocating an unallocated receipt to an invoice or fee
To apply an unallocated receipt to an invoice/fee:
Go to Processing > Receipts.
Complete the Batch Details , leaving the Entry Group as Receipts.
Complete the Debtor Details.
New receipt item
In the Invoice field, select the Unallocated Receipt , then click Save to move it to the blue area. The receipt will display as a negative value.
Open the Invoice drop-down again and select the invoice/fee you wish to allocate this receipt against. Adjust the amount if required.
If the invoice/fee is greater than the unallocated receipt, change the amount to match the credit you have available to allocate. The Receipt Balance should be nil.
If the invoice/fee is less than the unallocated receipt, save the receipt item for the full amount of the outstanding invoice. Your receipt and batch balance will then show a negative difference.
In the example below, an unallocated receipt of $500 is allocated against an invoice of $220 , leaving an unallocated balance of $280.
Click New Receipt to create another receipt within the same batch.
Complete the Debtor Details for the same client.
In the New Receipt Item , do not select an invoice – leave this receipt unallocated. Enter the outstanding difference (in this example, $280).
If you wish, add a note in the Narration field (for example, the original payment date or original unallocated receipt reference).
Click Save in the green area to save the receipt.
Your Batch Total should now be NIL.
Click Save & Close for the batch and follow your usual approval process.
You will now have a new unallocated receipt for the remaining balance, which can be allocated to other invoices/fees when they are available.