Sales Summary - Payments

The Payments screen displays sales or purchase payments and a breakdown of the transactions, for example the payment method, the sales order code, user responsible, card type etc over a date range. Once the user has returned the results in the grid they can use the grid menu to print the contents of the grid or save the information as a text file, see Grid Menu. This grid also supports grouping so a report can be printed to see all payments, or receipts, for specified periods (Day, Week, Month, Year), within the filtered date range or group by credit card type.

Filters

The Payments tab uses the F4 filter button which allows users to apply the filters that are listed below in Available Filters. The Go button must be pressed to populate the grid if the F4 filters has not been used.

The Received or Paid Out radio button respectively control what results will be returned:

  • Received will display all payments that were received based on your filters.
  • Paid Out will display all payments made based on your filters.
  • Show in Base Currency (default=unticked): display the information in the base currency of the system rather than the customers/suppliers' currencies.

Notes:

  1. The grid can display either monies Received or Paid Out depending on the radio button selected.
    Note: Payment amounts include the delivery charge, if applicable.
  2. Double-clicking on a line will open the [ Customer | Detail | General ] or the [ Supplier | Detail | General ].
  3. Please see the information on Sales Summary Filter Sets for information on using the F4 filter.

Available Filters

The following filters are available on the Payments tab using the F4 filter button button:

  • Bank Account: show payments from a particular bank account.
  • Brand: show payments for sales orders which have the selected brand.
  • Classification: show payments from companies belonging to certain classification(s).
    Note: users can select more than one option and are also able to invert their selection.
  • Date: show payments from a particular date range, the date is used with the Date Filter radio buttons to the right:
    • Issue Date: the date the invoice was issued.
    • Delivery Date: the expected delivery date.
    • Invoice Date: the date of the invoice.
  • Keycode: only display sales orders with a particular keycode recorded against them.
  • Keycode (source keycode): only show orders with the chosen keycode recorded at the time of customer creation.
  • Payment Amount: filter payments (Amount column) that match this amount.
    Note: wildcards (%) can be used with this filter.
  • Payment Type: show payments by type.
  • Sales Source: show orders with a certain source recorded when the sales order was taken.
  • Supplier: tick the checkbox to filter by supplier or un-ticked to filter by customer.
  • URN: Customer/Supplier (for purchases) URN.
  • User: show payments entered by a specific user.
  • Exclude Bounced Payments: any payments that are marked as 'bounced' will be excluded.
    Note: this filter is on by default.

Note:

  • There are different options available when you focus on a filter and right click. The option depends on the type of filter:
    • Refresh: updates the information available in the filter, for example if more options have been added.
    • Show All: shows all available options for example if a keycode has expired, this will show all keycodes including expired.
    • Set Date Value:
    • Clear: removes any default options e.g. the date.
    • Select All: will select all options (checkboxes).
    • Select None: will deselect all options (checkboxes).
    • Invert Selection: will either select or deselect options depending on current status, e.g. ticked to unticked and vice versa.

The Grid

The grid displays the following information:

  • Payment: the date the payment was posted.
  • URN: the customer or supplier (company) URN.
  • Customer / Supplier: the customer or supplier's name.
  • Order Code: the sales order code, left blank for purchase orders.
  • Type: the type of payment made.
  • Bank: the bank that the payment was made to or paid out from.
  • Amount: the amount of the transaction.
  • Pay Ref: from the Reference column in the [ Accounts | Bank Accounts ] screen.
  • Pay Code: from the Pay Code column in the [ Accounts | Bank Accounts ] screen.
  • Auth Code: the authorisation code used when the transaction was processed.
  • Card Type: the type of card being used for the transaction.
  • User Name: the name of the user who issued the sales invoice or created the payment for the supplier.
  • Associated Ref: the associated reference attached to the order.

Note: If the Total cells at the bottom of the grid have a red background, for example total too big at the bottom of the grid, then the contents of the cell are too big for the cell width. To see the whole cell contents widen the column either by clicking and dragging the column headings or using the Resize Column option in the Grid Menu.

Context Menu

  • Goto Customer...: displays the [ Customer (or Supplier) | Detail | General ] for the customer, or supplier, for line line focused on.
  • Print Payment Remittance: produces a report showing payment and allocation details. This is useful when sending a payment to a supplier; displays the amount paid, see How To: Print Remittance Notes.
    Note: this is only visible when the Paid Out radio button is selected.
  • Clear Selection: deselects the currently selected line(s).


See Also


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