Issuing a receipt to a supplier

This topic explains how to issue a receipt to a supplier.

Receipts are issued when the supplier sends you payment for a refund request. Usually though, refunds are deducted from the payment owed to the supplier. If no payment is owed to the supplier, the supplier sends payment for the refund.

Receipts are also issued when the supplier sends a large commission amount in advance as an incentive for sales. If the payment is made as part of ongoing reconciliation, the receipt will be issued through the supplier reconciliation module. If the payment is made independently, the receipt will be issued through Issue and Find Documents module.

In order to issue the receipt, you are going to need to issue a payment requisition on the approved refund.

The payment requisition can be issued automatically when issuing the receipt, or you can issue it manually and then issue the receipt.

• How

1. Go to Financial - Supplier Reconciliation.

   

2. Enter the search parameters.

Field	Description
Supplier	Select the supplier account.
Currency	Select the currency in which the documents were issued
Branch	Select the branch where the document was issued. You can only select the branches you have the user permit to view.
Issue Date Until	Enter the date range in which a financial document is issued
Value Date Until	Enter the date range in which a financial document is valued
Vouchers and refunds for reconciliation	Default. Select this radio button to display vouchers and refunds that are not yet reconciled
Pending for final payment	Select this radio button to display payment requisitions and debit notes that are not covered by a remittance and credit notes and tax invoices that need to be covered by a receipt.
Documents Covered By	Select this radio button to search for a specific payment requisition, receipt, transfer receipt or remittance, and select the document type and enter the document number.
All documents	Select this radio button to search for all financial documents.
Selected only	Select this option to search for financial documents that were previously selected and then saved (using the Save Selection button)
Include tickets	Select this option if the supplier has tickets, and you want to include them in the data displayed in your search results. By default this option is not selected, which means that the system does not search for tickets, effectively shortening the duration of the search.

3. Select Vouchers and Refunds for reconciliation.

4. Click Find.

   The financial documents are displayed in the results section with the data you requested.

   

5. The results section contains the following columns:

6. Column	Description
   Issue	The issue date - the date on which the document was issued
   Type	The document type: VCH for vouchers, PRQ for payment requisitions, RMT for remittances, REF for refunds, TXI for tax invoices, RCT for receipts, C/D for credit notes and D/C for debit notes.
   Ref	The document reference number
   Value	The value date -  the date the document needs to be paid
   Travel File/Branch/Reservation/Supp Invoice/Income Type/Ticket Number.	In this column you can select one of six options to display, by clicking on the icon with the three bars () to open a menu: Travel File: The travel file number Branch: The branch where the document was issued Reservation: The reservation number Supplier Invoice: The supplier invoice number Income Type: The income type for the transaction (for example, markup including VAT) Ticket Number: The ticket number
   Service Name/Passenger Name/Leading Carrier	In this column you can select one of three options to display, by clicking on the icon with the three bars () to open a menu: Service Name: The service name as it appears on the transaction for which a voucher had been issued. Passenger Name: The name of the first passenger on the transaction's passenger's list. Leading Carrier: The service provider
   Start/End	In this column you can select one of two options to display, by clicking on the icon with the three bars () to open a menu: Start: The start date of the transaction End: The end date of the transaction
   Commission/Published/Tax/ Net/Net +Tax/Net remit -VAT	In this column you can select one of six options to display, by clicking on the icon with the three bars () to open a menu: Commission: The commission amount earned from the supplier Published: The supplier price Tax: The airport/port tax amount Net: The net amount minus tax and minus commission Net + Tax: The net amount plus tax and minus commission Net remit - VAT: The gross amount plus tax minus commission minus VAT on commission
   Net to pay	The net amount that needs to be paid to the supplier including airport/port taxes (taken from the Net to Remit field in the transaction.
   Amount	The total amount on the document, including airport/port taxes and commissions (taken from the Total to Supplier field in the transaction)
   Curr.	The currency on the document
   Cover	The covering document. For example,  a payment requisition (PRQ) covers a voucher (VCH), and is covered by a remittance (RMT).

7. Select the refunds for which you want to issue a receipt.

   	If the refunds are filtered according to a specific branch, the receipt is going to be attached to that branch, and not the branch of the user issuing the document, unless the method of payment is Cash or Check. If the method of payment is Cash or Check, the receipt is attached to the branch of the user issuing the document.
   	The commission income type on all documents selected needs to be the same.

8. Click Payment Requisition.

   The Prepare Payment page appears.

   

9. In the For field, enter free text to be displayed on the receipt, for example Sales April 2015

10. In the Value date field, select the date on which the payment requisition needs to be paid.

11. If required, in the Remark field, enter a remark to be displayed on the payment requisition.

12. If necessary, in the Commission field edit the commission amount.

    The beneficiary field is initialized with the name of the supplier. The Amount, VAT on commission, Tax, P. Fee, Published, Credit/MCO and Total fields are all initialized with the appropriate amounts and can't be edited.

13. To issue the receipt directly, click Generate Receipt and skip to step 16.

    Or,

    To issue the payment requisition, click Generate Payment Requisition.

    A payment requisition is issued with the total amounts of all the refunds you selected, as well as the total commissions, VAT on commissions and tax owed.

    

14. Click Back to Reconciliation.

    The refund is now covered by a payment requisition.

    

15. In the Accounting Filter section:

    1. In the Issue Date field, enter the current date.

    2. Select Pending for final payment.

    3. Click Find.

    The payment requisitions pending for final payment are displayed in the search results.

    

16. Select the payment requisition you wish to issue a receipt for.

    If the payment requisitions are filtered according to a specific branch, the receipt is going to be attached to that branch, and not the branch of the user issuing the document.

17. Click Receipt.

    The Receipt Definitions page appears.

    

18. Enter the receipt definitions:

Field	Description
For	Enter free text to be displayed on the receipt (for example, July payment).
Beneficiary	The beneficiary information is taken from the supplier account.
Amount	The amount is initialized with the total amounts of the payment requisition you selected. The currency is the same as the documents selected. If relevant, change the payment amount received and/or select a different currency from the drop-down list. The amount has to be greater than zero. If relevant, if you received an amount in a different currency that when converted does not equal the amount on the documents you selected, *change the currency rate. This action is dependent on the relevant user permit.
Remark	Enter a remark to be displayed at the bottom of the receipt.

Click here for more information on changing the currency rate. For example, you have refunds that total 1500 USD, which equals 1115 EUR. You receive in payment 1110 EUR, which equals 1490 USD. You have the option of changing the conversion rate so that 1110 EURO equals 1500 USD. To change the currency conversion rate: In the Amount field, select the currency for which you received payment. Click Change rate. The Change rate dialog box appears. In the Currency column, select the original currency of the documents being covered (second radio button). In the Amount column, change the amount in the first row (the currency in which you will be issuing the receipt). The conversion rate, in the Rate column is updated automatically. Click OK.

19. In the Payment Method field, select one of the following forms of payment:

    • Credit Card: You are redirected to a payment gateway where you need to enter the credit card details.

    A transfer receipt issued through a payment gateway cannot be cancelled. If there is a relevant Credit Card Usage transaction fee rule, the amount of the fee is added to the amount on which the receipt is issued. The value date, for transfer receipts issued for credit card payments is end of the month (EOM) +2. For example, if the issue date is July 20, the value date is August 2.

    • Cash: In the Details field, enter free text associated with the payment.

    • Check: You can pay in installments using checks, and a receipt can be issued for multiple checks. Each row in the table represents a single check.

    • Each check is displayed as a separate row in the receipt, and in the cashier module.

    1. In the Bank field, enter the name of the bank that appears on the check.

    2. In the Branch field, enter the branch number that appears on the check.

    3. In the Account field, enter the account number that appears on the check.

    4. In the Check number field, enter the check number that appears on the check.

    5. In the Amount field, enter the amount of the check.

    6. In the Value date field, select the date that appears on the check.

       • To add a new check, click Click here to add a new item.

       • A new row appears where you can enter the check details.

       • To copy a check, in the row of the check you want to copy, click the Copy icon

       • A new row appears with the same details as the previous check, the check number  and month are advanced by one.

       • To delete a check, click the Delete icon .

    • Bank Transfer:

    The Bank, Branch, Account, IBAN and Swift fields are initialized from the supplier account. Review this information and change as necessary.

    1. In the Bank field, select the bank account from which the transfer is going to be made.

    2. In the Reference field, enter the reference number of the transfer.

    3. In the Value date field, select the date of the transfer.

    4. In the Receiving Bank field, select the bank account receiving the transfer from the drop-down list. The bank accounts displayed are those managed with the receipt currency.

20. Click Generate Receipt.

    The receipt is displayed.

    

21. To return to the Supplier Reconciliation module, click Back to Reconciliation.

    

     

    If you issued the receipt from the Prepare Payment page, a payment requisition is automatically issued with the receipt.

    The payment requisition is covered by the receipt, and a link to the receipt appears in the Cover column. If there were any commissions on the payment requisition, they are deducted from the receipt, and a tax invoice is automatically issued on that amount.

Related links

• Financial - Supplier Reconciliation