Money In/Receipts

When it comes to receiving payments, they will most frequently relate to a sale, these receipts should be processed through the Sales module and relate to a Sales Order/Invoice for your customer.

Learn how to take payment from customers

Bank Receipts

The Bank Receipt process can be used for money you receive in that does not relate to a sale or customer account. This type of receipt will only record the necessary accounting entries, it won't generate any physical documents, so if a receipt a required you must use the Sales module to receipt against a customer record. Some examples for when to use a Bank Receipt are:

• Interest
• Investment income
• Vending machine income
• Miscellaneous income
• VAT refunds from HMRC
• Donations

To process a Bank Receipt, follow these steps:

1. Go to Accounting > Enter receipts.
2. Select the bank account you want to receipt the money in to.
3. Select the nominal code for the opposite entry; the asset you are receiving, usually within the 8000-8999 range. Begin typing to search for the correct account code.
4. Select the date of receipt, as a default it is today's date.
5. Enter the details of the receipt. This is for your own record, so that you know what the money was for should you need to investigate it later.
6. Select the tax code and tick the checkbox to calculate tax automatically.
7. Enter the amounts received. If tax is applicable you can enter either the Net or Total and Brightpearl will calculate the tax for you.
8. (Optional) Use the Department, Project and Lead Source fields to relate the payment for reporting purposes.
9. Click the Enter bank receipt button.

The Bank Receipt is created and the automatically generated reference is displayed. The nominal codes are immediately updated.

Recurring Receipts

If you have a regular receipt that is always the same you can create a recurring transaction. This saves all the details of the receipt and lets you define the frequency of occurrence. When the next receipt is due you will see it on your Repeat Transactions Listing and can create it with a tick and a click!

Here's how you can create a Recurring Bank Payment:

1. Go to Accounting > Enter receipts and enter the details of your payment as usual (as above), using the date of the first payment.
2. Tick the checkbox to make it a recurring transaction.
3. The frequency options are displayed. Specify how often you will be receiving this money and how many times; count this receipt entry as 1 so enter how many more you need.
4. Click the Enter bank receipt button.

This will only create the record of the payment and not actually post anything accounting. To create each transaction, including the first, you will have to visit the Repeat Transactions screen:

1. Go to Accounting > Repeat transactions.
2. Your due and overdue transactions are listed. You can use the filters at the top to view future transactions.
3. To process receipt of money, tick the checkbox and click Post to accounts. You can also tick multiple items at once, this will still create a separate receipt per line selected.

The transaction is created immediately and no longer listed; it won't let you post anything twice.