Use the Receipts screen in Workamajig to record payments from your clients. When entering a receipt, you are able to apply all, or a portion of the amount, towards open client invoices, a designated sales account or leave as an unapplied amount to be applied towards a future invoice.
Add a New Receipt
From Menu > Billing > Receipts > .
Company: used only if you have setup GL Companies. Default is Blank.
Cash Account: enter the GL Account the receipt will be deposited to. Default is setup via the GL Control Accounts
Client: enter the Client ID that this receipt is from. NOTE: The icon will open the Client Company Record
Check Amount: enter the total amount of the receipt.
Posting Date: enter the date you want the receipt posted to the GL account.
Receipt Date: enter the date the check was received. This date is used for the AR Aging report.
Reference Number: enter the check or reference number of the receipt. NOTE: If this was an ACH or another form of direct deposit, enter the bank reference number.
Deposit ID: enter the date the receipt will be deposited to your bank account. Default is today's date. NOTE: All receipts marked with the chosen date will be grouped together and viewable via Menu>Billing>Deposits.
The following sections will be based upon the selection made on the screen:
Following the selection of the Client, the screen will refresh to display all open invoices associated with the client.
Auto Apply: clicking on this button will allocate the Check amount to the individual invoices. Workamajig will apply in order of top first. It will apply the Check Amount towards the full Open Amount of the first invoice before proceeding to the next invoice.
NOTE: The Amount associated can be adjusted by clicking on the Amount associated with the invoice. As you cannot apply more than the check amount, you must reduce the appropriate line amounts prior to increasing others. Any reduction amounts will be automatically added to the Amount Unapplied figure.
Select the check boxes next to the invoice you want to apply the Check Amount. By default, it will apply the entire open amount.
Done: click Done to close to return to the main entry layout.
Cancel: This will cancel the entries made and return to the main entry layout.
Refresh: this will refresh the grid entries.
NOTE: Following this initial connection to Client invoices and clicking done, the above screen will not be available. To return to this screen, you must delete the lines in the Invoice area, and click the icon.
This area allows you to enter a receipt amount directly to a Sales account. This is used when there is no Client Invoice associated with the receipt.
- Click the to add a line.
- GL Account: select a GL account for the transaction to post
- Description: enter a description for the line
- Amount: enter the amount to apply to the GL account. By default, the Check Amount will be applied.
This area allows you to view the Client Invoices that have been applied towards the Receipt. This is a view only area.
This area allows you to view a set the following options:
- Status: Shows the status of the receipt
- Opening Transaction: check only if this is part of your Opening Balance transfers from your old accounting system
- Post Unapplied Amount To: enter the GL account to post any unapplied balance towards. The default can be set up in the GL Control Accounts.
- Description: enter text regarding the receipt.
Void a Receipt
Once a receipt has been posted, it may become necessary to void the receipt. This is done by simply opening the receipt and clicking the VOID button in the upper right corner of the screen.
NOTE: Voiding the receipt will reopen any invoices that have been applied to the receipt.
The Voided Receipt will have the original receipt number followed by - VOID ( Ex. 1234-VOID). It is recommended that you change the Receipt Number lookup filter to "Contains", to ensure any -VOID receipts are included in the results.
A credit is considered a reduction in the AR amount on a client invoice. In Workamajig this is done by creating a Credit Memo or negative client invoice.