Taking a Direct Credit Payment for a Sales Order at your Front Counter

The following guide takes you through the process of taking a payment by direct credit from a customer.

Steps at the Front Counter:

1. Initiating the Sales Order

• Create the sales order for the item as per the standard process.
• Ensure all necessary details of the item and customer are accurately captured.

2. Selecting the Payment Type

When the customer is ready to make a payment at the front counter:

• Click to the Sales Order > Cash Sale Payment tab and select the Payment method of Direct Credit.
• Verify the total amount of the sales order or invoice with the customer.

3. Generating the Till Receipt

• Confirm the payment method and amount, and process the transaction to generate a till receipt.

This receipt is crucial for the branch’s record-keeping and will be used later in the day when closing the till.

Steps for Admin in the Cash Book

4. Handling the Non-Presented Transaction

The direct credit payment will be recorded in the Cash Book as a non-presented transaction.

This transaction will appear on the Quick Analyse screen until the actual direct credit from the customer is received in your cash book account.

5. Receiving Direct Credit

When the receipt of the direct credit from the customer appears in your Cash Book, it's important to correctly process this transaction to ensure accurate accounting.

6. Merging Transactions

• The person responsible for the cash book should merge the bank direct credit with the non-presented transaction.

Avoid directly analyzing the direct credit to the customer’s account, as this leaves the non-presented transaction pending.

7. Allocating the Payment to the Invoice

• Merge the transactions which will automatically allocate the specific payment to the corresponding invoice.

This step is vital for maintaining accurate and clear accounts receivable records.

8. Correcting Misallocations

• If a mistake occurs, such as incorrectly analyzing the transaction, it should be rectified immediately.
• Reverse the original transaction that came from the bank to un-analyze it. This action will place it back into the Quick Analyse screen.
• The remaining balance can then be correctly merged with the non-presented transaction.

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