Finance - Receipts - Recording payment from a private or brokerage client in Careflo and into my accounting system

This article includes 2 parts:

Let's assume you have received a remittance advice from Big Care Company a brokerage organisation for $400 that relates to a number of invoices:

BECTE332 – 1807 $154

BECTE332 – 1808 $154

BECTE332 – 1809 $92 (Part payment)

Step 1 – Create an invoice Receipt

Click on the Invoice Receipts option in the Finance Module and select add Invoice Receipt then complete the details as follows

Then click submit. The receipt will then show up in the list of receipts with a status of "Incomplete":

Click on the item to start the matching process:

You can update the values if you entered them incorrectly by using the Update button, or completely remove the receipt if say it is a duplicate entry by using the Remove button.

You can upload a copy of the remittance in the Attachment box if required

Next you map the invoices one by one based on the information in the remittance by clicking the Map button next to the relevant invoice – Here we have mapped 2 of the 3 invoices:

For the final invoice we only received $92 not the full amount so we update the received box BEFORE mapping the invoice 

Then we map and you will see the unallocated amount is now zero the status is now "Complete" and we have the Lock option available:

Finally click the "Lock" option when you are ready to record this receipt in your accounting system. When you click lock you will see details of the payment you need to record in your accounting system:

If you have followed the weekly processing process then you will have invoices recorded in your accounting system under a customer called NON PACKAGE TOTALS with numbers 1807 1808 and 1809 among others.

Now simply record a receipt in your accounting system dated 23 Mar 2018 where the total receipt is $400 and is split against each invoice as detailed in the table i.e. 154 against invoice 1807, 154 against invoice 1808 etc.

By doing this consistently your accounting system and Careflo will remain in sync.

Finally back in the list of receipts this item is now marked as completed and locked indicating that it is fully mapped and recorded in the accounting system so there is no need to ever touch this receipt again.