Customer Transaction Tutorial
Enter a customer Invoice
1. Point to the Customer's icon on the Control Bar and click on the mouse and then click on the Customer Entries box found on the menu map.
2. Click on the button.
3. Press until you reach the Date field and enter the correct date.
4. Press twice and enter any relevant information in the Reference field.
5. Press until you get to the Amount field. Enter the amount of the invoice.
6. Click on the or button (depending on which is visible).
See
Customer
Entries & GST for information on GST set-up issues for customer transactions.
Enter a customer payment
(For a customer account that does not receive a settlement discount.)
1. Point to the Customer's icon on the Control Bar and click on the mouse and then click on the Customer Entries box found on the menu map.
2. Click on the button.
3. Press to move to the Transaction Type field.
4. Type 6 and press .
5. Enter the correct date.
6. Press and enter the customer's cheque number in the Reference field.
7. Press until you get to the Deposit In field. Enter the bank account code you use.
If
the Cash
Management system is not activated you will not be able to enter a code here. Continue to the next
step.
8. Press and enter the bank name from the customer's cheque in the From Bank field.
9. Press and enter the branch of the cheque in the Branch field.
10. Press and enter the drawer's name in the drawers name field
11. Press and enter the amount of the transaction in the Amount field.
A
negative sign dash (-) will automatically be inserted in front of the number for you. Be careful not to
accidently erase this.
12. Press and enter the amount as a positive number (without a minus) in the dissection area under the applicable payment type. For example, if the payment is in cash enter the amount in the cash field. If the payment is a cheque, enter the amount in the cheque field.
13. Click on the button.
You will now be prompted to allocate the payment.
Allocating The Payment
14. If there are no invoices in the system to be paid, press the button.
If you receive the message:
This payment is not fully allocated. Do you wish to proceed?
Press . You are now finished.
15. Otherwise, move to the Allocate column. Either press until the cell under this column gains "focus" (a series of small dots will appear around the cell) or click on the cell using the mouse.
16. Type in the amount to pay and press .
17. Use the arrow keys to move to the next cell/invoice you wish to pay.
18. Repeat steps 15-17 until you are finished allocating transactions.
19. Press to save the transaction.
If you have not fully allocated the payment (the amount is greater than the number of invoices you have paid), go to step 14.
You
can also double-click on the clipboard symbol under the P column to quickly
mark or unmark an invoice as paid. If the system is able to fully pay the transaction a 
will appear next to it. If the transaction was only partly paid because of insufficient funds left, the
transaction is left unticked.
If
you wish to allocate the payment automatically, starting from the oldest invoices in the system, click
on the button.
Reversing a Bad Cheque
Enter the Reversing Transaction
If you enter a cheque under a customer account and it is later dishonoured, your bank will typically deduct the value of the cheque from your bank balance and apply a dishonour charge. In order to cancel the original payment entry, enter the payment in reverse on the date that the dishonour occurred. The procedure is as follows:
1. Point to the Customer's icon on the Control Bar and click on the mouse and then click on the Customer Entries box found on the menu map.
2. Click on the button.
3. Press to move to the Transaction Type field.
4. Type 6 and press .
5. Enter the date when the payment was reversed.
6. Press and enter "DISHONOURED" and the customer's original cheque number in the Reference field. (Or whatever reference you feel is appropriate under the circumstances.)
7. Press until you get to the Deposit In field. Enter the bank account code you use.
If
the Cash
Management system is not activated you will not be able to enter a code here. Continue to the next
step.
8. Press until you reach the Amount field.
A negative sign dash (-) will automatically be inserted in front of the number for you. Backspace over this dash so that it is removed. Then enter the amount of the original cheque. This must be entered as a positive number.
You
may also add to the cheque the dishonour charge from your bank, or alternatively you may wish to enter
this as a separate positive value payment or as a direct entry in your cash book.
9. Press and enter the amount as a negative number (add a minus in front of the number) in the dissection area under the cheque payment type.
10. Click on the button.
11. You will receive a warning message advising you that the payment has been entered as a positive amount. Click on to proceed.
Reallocate The Bad Cheque
Now find and edit the original bad cheque, remove any allocations on it, and allocate it to the payment entered above.
1. If you are not in the Customer's Area, point to the Customer's icon on the Control Bar at the front of the application and click on the mouse and then click on the Customer Entries box found on the menu map.
2. Press to find the bad cheque.
3. From the Search On list select Reference and then type the cheque number in the "Type In Words You Want To Find" box. (This assumes you have previously entered the cheque number in the payment's Reference field.)
4. When the cheque is located, press the button.
5. Press the button to edit the payment.
6. Click on the button.
7. If any amounts appear under the Allocate column, point to the number with your mouse and type 0 followed by .
8. Repeat step 7 until there are no amounts allocated.
9. Press the button if it is not grayed out, to check for any other other allocations. Also clear these.
10. Repeat steps 7-9 until there are no more allocations.
11. Press the or buttons until you locate the payment reversal you entered in the previous procedure.
Transactions
are displayed in date sequence. moves you closer to the present.
moves you further into the past.
12. Once you have located the reversed payment, tick the picture of the clipboard
under the P column or enter the amount of the cheque under the Allocate column. This payment should now
be fully allocated to the reversed payment.
13. Click on the button to save the change.
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