Some clinics need to receipt large numbers of cheques, direct credit or direct debit payments through the debtor system on a single day. Batch Receipting increases the efficiency of this process.
In order to batch your receipting into one amount on the Bank Reconciliation window, you will need to set up a Batch Receipting Holding Account in the General Ledger Chart of Accounts. Then go to Main menu > Maintenance module > Maintenance menu > Account Defaults and enter the general ledger account code in the DC Batch Payment Account field.
Go to: Clients menu > Batch Receipting.
The window displays the current date and the last close off date for debtors.
In the Insert Payments for field, change the date for when you wish to insert payments, if required.
You can also change the Date of aged analysis if required.
Click OK, and then click Yes to the following prompt:
Entering payments on the Batch Receipting window
From the Batch Receipting window, click the User ID arrow, and double-click to select the user who is entering the receipts.
Payment Type Defaults:
To make all receipts default to Cheque, Cash, or Direct Credit select the corresponding button.
Select No Default if you have received money through multiple payment types.
To display one amount for all direct credits on the Bank Reconciliation, select the Batch DC's on Bank Rec check box.
For each receipt, in the Client Code box, type the first few characters of the code, click the Client Code arrow, and then double-click to select the client from whom the money was received.
The Type field automatically displays the default payment type.
CA = Cash
CH = Cheque
DC = Direct Credits
If the Type is CH, you must also enter the Bank, Branch, and Name that are displayed on each cheque.
In the Note field, add any further information regarding this payment.
In the Amount field, type the amount of the receipt and press TAB.
By default, VisionVPM will automatically select to auto allocate payments when you save the batch.
If you wish to manually allocate the payments, click Display unallocated payments after saving option and then click Save.
Otherwise, click Save.
To create the receipts for the payments, click Yes to the following prompt:
Options
To print the Batch Receipt List report, click Print.
To clear a receipt from the Batch Receipting list, select the payment and click Clear.
Results
Each client's Balance Due will decrease by the amount of their payment.
The Till Balance will increase by the total amount of cash and cheque receipts.
The cheques payments will be displayed on the Bank Deposit Summary window.
The direct credits payments will be displayed in the Unreconciled list on the Bank Reconciliation window.
