Payments are applied to Sales or a Purchase invoices. This screen allows you to add/edit a payment.
Applying Payments to Sales
- Go to Add > Sale Payment.
- Enter in the amount you wish to pay if it differs to the default (full payment). You can assign payment to as many Sales as you like provided that the total allocated does not exceed the total payment amount at the top of the screen.
- The Amount Remaining To Be Allocated line shows you the difference between the total amount and the amount allocated to all of the Sales. If this number is a negative number, you have allocated more than the total amount of the payment. If the amount is $0.00 you have allocated all of the payment amount correctly. If it is a positive number, you have not allocated enough.
- Sometimes you need to store more detailed information about a transaction for tax or reference purposes. The notes field gives you a place to store such information.
- Click Save.
Print or Email Receipts
Once you create and save a payment on a Sales Invoice or Sales Order you have the ability to print or email a Receipt to your customer. To print or email a Receipt:M
- Once you have saved the Sale Payment (as created in the above help section) you will see a menu at the top of the Sale Payment screen.
- Click Print PDF to view the print version. It will load in Adobe Reader automatically. Or,
- Click Email PDF to load the email template ready to send an email with PDF attachment to your customer.
|Date||Enter the date that the payment was paid or received here.|
|Amount||Enter the payment amount into this field. Saasu will automatically calculate the GST based on the invoices the payment is allocated to.|
|Account||Enter the account that was used to perform the transaction in this field. That is, where the money was paid from, or received to. To create a new account, click the plus icon.|
|Reference||This field allows you to include additional reference information to help you to identify the transaction, or to cross-reference with your bank records. For example you can use this field to store anything you like a BPAY reference or cheque number.|
|Date Cleared||This field allows you to store a date that the payment cleared in your bank or credit card account if different to the Date specified earlier.|
|Summary||To make it easier to find and identify your transactions, enter in a brief summary. The summary appears in some reports and transaction lists. It is recommended that you keep this summary reasonably brief so that it appears more neatly on reports and transaction lists. For more detailed information about the transaction, use the Notes field instead.|
|Invoice List||The payment screen shows a list of invoices that are unpaid so that you can assign a payment across multiple invoices.|
|Contacts||Use the Show outstanding invoices for Contact List drop-down to narrow down the Sales or Purchases in this list. This is useful if you have a large list of outstanding amounts to contend with.|
Creating a Bulk EFT File
Also known as ABA files, Direct to Bank files, Bulk Payment files
The Direct to Bank payment file also known as the Bulk EFT file is a convenient way of making bulk payments by uploading it to your online banking application. Different banks have different rules for accepting the Bulk EFT file and in case if your Direct to Bank payment file does not get accepted by your bank’s internet banking application, then one of the following reasons could be causing the problem/s.
- With certain banks, the Business name that appears in the Bulk EFT file should be the same as the one you have registered with the Bank in order to obtain the bank User Id for Bulk EFT file processing. Therefore it is important that the name you have entered in Setup > Organisation Details is exactly the same as the one you have given as your organisation name to the bank. Please note that the maximum number of characters allowed for the Organisation Name in Saasu is 75 characters.
- It is always better to enter a transaction summary when you are applying a payment. If you do not enter a transaction summary then by default ‘Payment File’ will be entered as the summary for the payment. It is important you enter a transaction summary related to the payment you applied so that when it appears in your bank statement you know what the payment was for. Please note that the transaction summary gets truncated in the Bulk EFT file if longer than 12 characters.
- The account name you enter as the Bank Account Name when you are setting up the bank account in your Saasu file has to be same as the one created for you by the Bank. So for an example, if the account name is John Citizen with the bank XYZ, then the account name you enter when you setup bank XYZ in Saasu should also be John Citizen.
- Certain banks do not accept any special characters in their Bulk EFT files. Therefore it is important that you do not enter any special characters such as ‘#, *, ^’ in the summary for the payment you are applying and also do not use any for your Invoice Numbers as well.
Sale Payments List
Find payments that have been applied to Sales. Choose a particular date range and select a specific bank account to look in.
You can also use this area to Add more payments, Delete payments in bulk and Edit specific payments.
Sometimes there may be a few cents difference between the payments you receive or make and the original transaction in Saasu.
In this example, you may have issued for which you received a slightly different payment amount from your customer. You don’t want to annoy them and so decide it’s better to write it off or issue a refund for the small amount.
In either case, you need to decide on the appropriate (a) Transaction Type and (b) Account Code for this transaction. These are accounting decisions you may wish to discuss with your advisor. In the following example, you have an unpaid sale for $100.50. The customer pays you $100.00 and you decide not to chase up the remaining $0.50.
- Create a refund, adjustment note, or credit note (this depends on your zone and/or accounting treatment of these transactions). You can do this by changing the Invoice Type picklist from Tax Invoice to Credit Note or Adjustment Note.
- Select an Income or Expense account to allocate it to (eg Expense: Rounding and Differences).
- Enter a negative amount for the $0.50.
- This will appear as a negative amount in the P&L if you code it to an Income account or as a positive amount if you code to an Expense account.
- Apply a payment of $100 to both the original $100.50 invoice and the -$0.50 refund to clear them both as paid. You need to do this in one payment transaction. Change the contact and click the Show button beside the contact picklist to see all outstanding invoices so you can apply payment to both.