The Receipt is an official accounting document which represents any kind of payment that was received from the buyer in exchange for any provided goods / services: Cash, Credit Card, Cheque, and Bank Transfer. For financial companies, Hyper offers to receive an Assignments of rights and promissory notes according to the Taxes authority and the money laundering prevention regulations.
According to the regulation and law, Receipt should be produced for every received payment. This is an official document that represents the payment that were received by the organization for any sold goods or services. Taxes payment (such as VAT and Income tax) should be done according to Tax Invoice production and not due to Receipt production. Each receipt gets unique serial number in the Hyper system and creates a bookkeeping entry in the Client Account Journal. The system allows to create and produce new receipt or load previous document to print certified copy or for cancellation purpose.
The system allows to produce the Receipt document for a single or multiple Tax Invoices and also for any received payment. Receipt production is also available when producing Tax Invoice (producing Tax Invoice Receipt). Please note - a receipt can be produced only when the total payment amount equals or higher than the value of "Receipt Collection Target" (an optional field).
When choosing the Receipt label, this area background will be differently colored and will contain fields and action buttons according to the users activity. In the center of the screen, the invoice items table presents the items, services and notes related to this invoice. The table also presents additional information about the items and services, descriptions, quantities and prices. At the top of this screen there are definition fields and in the center of the screen the Receipt Items and Notes will be presented as described below.
This page offers the user the following actions:
- Create a new Receipt document. For further information, lease see the next section.
- Load Document - Load a produced Receipt. For further information, please click here.
- Produce Origin Document. For further information, please click here.
- Cancel / Retrieve Document . For further information, please click here.
Create a New Receipt document
For any received payment, a new Receipt should be produced. I order to produce the origin document, follow the next steps:
- Press the button.
- Fill in the definition fields, as described at the next section.
- Choosing the payment method by using the buttons at the right side of the screen.
- Fill in the required details according to the chosen payment method.
- Fill in the relevant details and information in the "Notes" label.
- Press the and confirm the preview.
- Print the document and sign it according to the organization's regulations.
Receipt Primary Definition Fields
At the top of the table there are few fields to define for the Receipt: The following primary definition fields, at the top of the table and at its bottom, have major influence on the receipt:
|International Document||This field defines the language of the document. Choosing Yes will produce the document in English.|
|Origin Production Time||This field will automatically get the time stamp of the document production. The user can change this date up to 7 days prior the production time.|
|Agency||Choose the agency that produces the Receipt.|
|Receipt Collection Target||Defines the amount to collect for the receipt. A receipt can be produced only when the total payment amount equals or higher than the value of this field. The value of this field can be manually filled. Alternatively, use thebutton to fill in this field with the clients balance, in order to get payment for the client whole debt.|
|Sales Agent||Select the Sales agent for this specific document only.|
|Purchaser Currency||As default, the bookkeeping currency will be displayed in this field. The system allows to select other currency for this specific document only.|
Adding receipt items is available by choosing the payment method from the list and defining the amount of payment. For further information about each of the receipt items, click its name in the following list:
|Cash||Receive a cash payment from the client.|
|Credit Card||Receive a credit card payment, by using the MSR device, if Hyper is connected to credit card clearing service. This option is also used for Standing Orders for Auto Billing (in that case, the system uses the first credit card in the list, as default).|
|Enter C.C. Details Manually||Credit card payment, when its details are manually entered to the system. This option is available if Hyper is connected to credit card clearing service.|
|Enter C.C. Clearing Confirmation (by 3rd Party)||
This option should be used for the following cases:
|cheque||Receive a cheque payment from the client.|
|Bank Transfer||Payment is received via bank transfer. This receipt should be produced only after receiving the payment.|
|Remove Item||Remove the selected payment record.|
After updating all off the required payments for the Invoice, the user can add remarks and notifications that will be printed on the original document. In this area, the user can add any relevant information. Also, the user can edit the client personal details (for this document only). In the "Internal Notes" field, the user can write any note for internal use only. The internal notes will not be printed on the document.
Please note - the "Personal ID Verification Made by" and "Contact Person" fields, are defined for regulation purpose and are displayed after regulatory implementation of the system.
Multi Currency Payback
The system supports a multi currency payback and calculates the required payback for receiving payment in foreign currency. At first, the system prefers to payback in the local currency, and in case of foreign currency overpayment, it calculates and displays the payback in the local currency.
By pressing thebutton, the user can load any receipt that was produced or canceled in Hyper. The system will present a table that includes all of the produced Receipts. Choosing a receipt record and pressing the button, will present its details and offer the following actions:
|Print Certified Copy||By using this option, the user can produce a certified copy of produced Receipts. The system will add the title "Certified Copy" at the top of the document. Also, according to the definitions in the client card ("Send Official Documents to Primary Email" field), a digital copy can be sent to the client.|
|Change record||Previous / Next Record buttons, allows the user to browse through the records of the produced Receipts.|
|Cancel Document||The system allows to cancel a Receipt document, as discussed in the section of Cancel / Retrieve Document.|
|Retrieve Document||Retrieve a canceled Receipt document, as discussed in the section of Cancel / Retrieve Document.|
Produce Origin Document
After updating the Receipt details, it can be produced. The user can use thebutton to verify the relevant details. To produce the Receipt Original document, press the button.
The Receipt document includes the personal details of the client and the user as well as the orders and the items details, Selling Price and Currency and Total Charge. At the top of the document there is the Tax Invoice number.
Tax Invoice Receipt
Hyper allows its users to receive the original official documents by Email. Also it can send a certified copy of the document to the clients Email. This option can be defined in the clients card, in the "Contact Details" label. In the "Send Official Document to Primary Email" the client can choose the following options:
- No - The original official document will be printed from the users computer.
- Digital Signed PDF - the original document will be sent to the Customer/Supplier Email address.
- Get copy after printing the Original - the Original document will be printed, while a certified copy will be sent to the clients / suppliers Email address.
Cancel / Retrieve Document
The system allows to cancel a document or retrieve a canceled document, as well as its bookkeeping entry. In order to cancel or retrieve a document follow the next steps:
- Load the requested document, using the button.
- Press the button.
- Fill in the Cancellation Reason.
- In the "Notes" label, you can find the Cancellation time, Cancellation Reason and the name of the user that made the cancellation.
- The canceled Receipt can be retrieved by loading it and pressing the button.
Cash PaymentThere are three options for the user interface of receiving Cash: Bills table / Bills table and Free Field / Bills Skin. The user can choose his favorite UI in the Bookkeeping Label of the of the System Fundamentals, using the "Receipt / Refund Cash UI" field options.
Mandatory fields for Sales DocumentUsing the "Duty Fields for Original Sales Document" field, in the Bookkeeping label, the user can define mandatory information fields required to produce a Receipt.
Print copiesUsing the "Print # Copies for every Original Receipt" field, in the Bookkeeping label, the user can define how many copies will be automatically printed for every original Receipt.
CurrenciesWhen having foreign clients, the organization can convert the rates to the clients currencies. This can be defined in the "On International Doc Convert to Purchaser Currency" field, in the Bookkeeping label.
Number Receipts FromUsing the "Number Receipts From" field, in the Bookkeeping label, the user can define the first Receipt Number. The receipts numbering will start from this number.
Require Client ID beyond Total Amount LCAccording to the local law and the organization policy, the system admin can define the Total Amount LC of a deal, to require a Client ID. This should be define in the "Require Client ID beyond Total Amount LC" field, in the "Sales" label of the of the System Fundamentals.
Default Notes for Local Receipt FormIn the Agencies Label of the System Fundamentals, the user can define "Default Notes for Local Receipt Form", that will be printed on the Receipt document.
Bank Transfer Default Account
In the Bookkeeping label of the system Fundamentals, the Bank Transfer Default account can be defined. Otherwise no bookkeeping entry will be created for Receipt that was produced for a Bank Transfer. Therefore, the account manager should choose how to deal with a bank transfer:
- Produce a receipt after receiving a bank transfer. The receipt will create a new Bookkeeping entry from the client card to the "Bank transfer Default Account". In this account, the bookkeeping entries will be bundled with the imported bank statements.
- If the receipt does not create any bookkeeping entry, when there is no defined "Bank Transfer Default Account", the account manager should import the bank entry statement and bundle it with the clients account.