Entering Payments - Quick Receipt Function
Quick Intro
Previously, entering a payment/receipt into Havenstar to pay off an outstanding Invoice was a multi-step process, involving creating the receipt, and then separately allocating it to transaction(s) as necessary. Now, this action can be performed much more efficiently, by simply selecting an outstanding Invoice to pay, and then selecting Quick Receipt.
This feature is available in mainline release version 3.35.2, or in LTS build 3.34.7. If you are not already on our 3.34 LTS build, please contact us to schedule an upgrade at your convenience.
Where To Find It
The Quick Receipt function can be accessed by opening the Customer Account (F5) screen, right-clicking on any open Invoice or Refund transaction, and selecting Receipts -> Quick Receipt from the right-click context menu.
Using Quick Receipt
Start by opening the Customer Account (F5) screen. Then, find the open Invoice that needs paying, right-click on it, and select Receipts -> Quick Receipt.
The normal Enter Receipt screen will show, just like if you were entering a Receipt as part of any other workflow, prompting you to enter the payment amount, payment type (cash, card, etc.), reference, and payment date.
Once you confirm those details, a new receipt will be created, and automatically allocated to the selected invoice. A small pop-up will confirm this once completed.
Under/Over-Payments
Ultimately, the receipt will be created to match the value amount that you enter. If you enter less than the balance on the selected invoice, then the invoice will be left with the difference still open. If you enter more than the balance on the selected invoice, then the receipt will be left open with the difference as a credit on the account, and can subsequently be allocated to something else.
For example, if your invoice has £100 outstanding, and you enter an £80 receipt, then the receipt will be fully allocated against the invoice, but the invoice will still have £20 left on it.
For any over- or under-allocated transactions, additional allocations can still be made through the Input Receipts screen as usual. You can also use Quick Receipt multiple times against the same invoice.
Other Transaction Types
Quick Receipt can also be used against Refunds. It cannot be used against Credit Notes, or other Receipts; you will find the Quick Receipt option disabled/greyed out.
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