Creating a cash receipt

The Create cash receipt feature enables a quick and easy creation of a cash receipt for an issued wholesale invoice. The cash receipt is mostly used in retail and when paying invoices in cash.

This chapter shows how to create a cash receipt by using the Wizards feature in the Wholesale and services module.

CASE SUMMARY The person responsible issued an invoice to customer Camping Park Umag for the service of repairing a tent on July 1st, 2022. The customer paid in cash, and the person responsible wishes to create a cash receipt for the received payment. This is done as follows: Opening the New invoice window Entering data into the document header Entering general data Entering document lines Selecting the relevant option in Wizards Cash receipt

1 Opening the New invoice window

The person responsible wishes to issue an invoice for tent repair to customer Camping Park Umag.

The person responsible selects the Wholesale and services module, then the New issued invoice submodule.

A window for creating a new issued invoice automatically opens, and the person responsible starts entering data.

2. Entering data into the document header

Firstly, the person responsible determines the document type for issued wholesale invoices in the window header. The person responsible can choose between preset document types.

In this case, the person responsible wants to create an invoice for assembly and therefore selects 3000 - Sales in the Document type field.

In the Customer field, the person responsible selects the customer for the service from the drop-down list.. On the list, the subjects from the Subjects register are displayed.

HINT For more information about adding a new subject to the register, see the chapter Creating a new subject in the user manual.

In this case, the person responsible enters the customer: Camping Park Umag.

HINT You can search subjects by name or tax number.

The person responsible selects the payment method from the drop-down list in the Payment method field. In this case, the person responsible selects: 21 - Cash on delivery

WARNING To successfully create a cash receipt, you have to enter the payment method, otherwise the program shows the alert Payment method is required. This alert is also shown if the data is missing, or the payment method on the invoice is incorrect. If the selected payment method is not cash, the alert window is opened: "A non-cash payment method is selected in the document.".

HINT The program has preset payment methods in the Payment methods register. For more information, see the chapter Payment methods in the technical guide.

The document is saved by clicking the Save button in the toolbar.

3. Entering general data

After entering the main data into the issued invoice header, the person responsible starts entering general data.

This is done on the General tab on the right side of the window.

HINT General data can be shown or hidden by clicking the (Show/Hide) arrow.

Into the first part of the general data, the person responsible enters data about:

• Delivery date
• Invoice date
• VAT date
• Due date
• Reference
• Currency and rate.

In the Delivery date field, the person responsible selects the date of the completed service: 01.07.2022.

Invoice date is the date of creation of the invoice, so the person responsible leaves the current date: 26.07.2022.

The VAT date is the same as the invoice date, as the program uses this data to place the document into the corresponding tax period in the VAT records.

The Due date field is automatically populated with the number 0, which indicates payment immediately when the invoice is issued.

The Currency and rate field is automatically populated with the default currency from settings in PANTHEON. The program uses the default currency set for the specific customer in the Customers register, if it is different from system default.

The next part of general data contains data about warehouse, department and consignee type.

In the Warehouse field, the person responsible selects the Repair warehouse. The person responsible can choose between the Tecta company warehouses from which to issue the goods from a drop-down list.

In the Department field, the person responsible selects the department: Repairs.

HINT If the department was already selected in the document type setting, the selected data will be used in the department field. This data can be changed.

The Consignee field is automatically filled in with the customer data.

HINT By clicking the (Add new subjects) button, a form is opened for quickly entering the new subject to the register. For the instructions on how to enter a new subject, see the chapter Quick add subject in the user manual.

In the last part of the general data tab, the person responsible enters data about the person responsible for the sale of the service. From the drop-down list of Tecta company employees, the person responsible selects: Service Sandy.

HINT For more information about employees in the Tecta company, see the chapter Tecta organizational chart in the PANTHEON user manual.

The Clerk field is locked and is automatically filled in with the name of the person logged into the program.

The general data of the advance payment is complete.

4 Entering document lines

The person responsible enters items into lines.

Items, or products, can be searched by ID, name, or supplier ID. The data can be entered manually or selected from the drop-down list from the Items/products register.

In this case, the person responsible adds items by entering item names. The customer will be invoiced for the service of assembly, so the person responsible enters "repair" into the Add item field and selects the corresponding item: Service - Tent Repair.

In the quantity field, the person responsible leaves the default value: 1.

In the Price field, the person responsible determines the price of the service. In this case, the field is automatically filled in with the price of the repair: 61.48 EUR.

The new element is added when the person responsible clicks the (Add line) button.

By adding the item to the lines, a Document no. is created, in this case 22-3000-000008.

HINT The document number consists of the current calendar year, the document type number and the consecutive number of the document.

5. Selecting the relevant option in Wizards

Next, the person responsible creates a cash receipt.

This is done by clicking the Wizards button in the toolbar and selecting the option Create cash receipt.

The Invoice payment via cash receipt window appears.

In the window, the fields are automatically filled in (as shown in the picture below):

• Amount due
• Currency
• Date
• Pay.

From the drop-down list of cash receipts in the Document type field, the person responsible selects : 8040 - Cash receipt - POS Service.

Clicking the Create button creates the cash receipt.

6 Cash receipt

The Cash receipt window with data from the created document automatically appears.

The window displays the following data:

• cash document number,
• number of lines on the document,
• name of the type of the document, based on which the cash receipt was created,
• payment method,
• account,
• amount and
• currency.

Clicking the cash receipt document number opens the document in the Financials module, where the document can be printed.