Receipts overview [in-depth guide]
Guide contents: Add a new receipt | Details section | Edit receipt | Settings | Void a receipt | Client credit | Resources
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 > Today billing > click > Receipt
2. Fill in the appropriate fields:
Client: select the client from the drop-down list.
Check amount: enter the total amount of the receipt.
Bank fee amount: enter the total amount of applicable bank fees. NOTE: The applied check amount will be posted as a debit from the bank account & as a credit to AR toward the client invoice. The bank fee will be posted to the defined bank fee account as a credit to the bank & a debit from the defined bank fee account.
Below is a sample for a receipt of $1000 with a $10 bank fee. The end results are
Debit: Bank = $990
Debit: Bank fees = $10
Credit: AR = $1000
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. The default is today's date. NOTE: All receipts marked with the chosen date will be grouped together and viewable via Menu > Billing > Today billing > Views: Deposits.
Receipt date: enter the date the check was received. This date is used for the AR aging report.
Posting date: enter the date you want the receipt posted to the GL account.
Cash account: enter the GL account the receipt will be deposited to. Default is set up via the GL control accounts
Post unapplied account: enter the GL account to track any amount that is not connected to sales or a client invoice. The unapplied amount will be available for future client invoices. Default is set up via the GL control accounts
Description: enter a description/note regarding this receipt, if needed.
Following the selection of the client, the lower part of the screen will refresh to display 3 tabs: Apply to sales, Open invoices & Amount unapplied.
You are able to mix the application of the receipt between sales, open invoices or leave it unapplied.
If there are any open AR invoices, the open invoices will be selected. Otherwise, 'apply to sales' will be selected.
Apply to sales
Fill in the appropriate fields, at this time you are only creating a single sales line. After saving you will be able to add additional lines if necessary.
- GL account: select a sales/income account
- Amount: enter in the amount you wish to apply
- Description: enter a description regarding the application
Select the appropriate invoices or click Auto apply
NOTE: When an invoice is selected the full amount of the receipt will be applied toward that invoice. If the receipt is for more, then there will be an amount shown in 'amount unapplied'.
If you wish to partially apply the receipt towards multiple invoices, select the first invoice > click into the Applied field and adjust the column to the appropriate amount > select the next invoice, and the remaining balance will be applied. Repeat steps, if necessary.
Auto apply: clicking on this button will allocate the check amount to the individual invoices. Workamajig will apply in order from the first in the list downwards. It will apply the check amount toward the full open amount of the first invoice before proceeding to the next invoice. As it moves down the list, the box to the corresponding invoice will be automatically checked.
Once you have completed your selections/entries, click SAVE
Upon saving, the receipt will be created and available for further editing.
Click on the associated with invoices or sales to apply any unapplied amount.
The individual lines can be edited by clicking on the line or field you need to edit.
Click the Details: to edit header information
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 ...More > VOID
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.