Sales receipts (Sales Ledger)

Find this screen

Open: Sales Ledger > Customer List > Receipt

Open: Cash Book > Bank Account > Receipt

To enter a receipt

Select the Bank account.

Note: If you haven't created any bank accounts in the Cash Book, you can select the Nominal account you want to use. If you use the Nominal account, you cannot enter foreign currency transactions.
Click Clear or tab to the Code field.
Choose the customer from the Code, Short Name or Postcode drop-down list.
Enter the receipt details.
- Date - This defaults to today's date.
- Reference and Second reference if required.
- Cheque value - Enter the amount.
- Settlement discount - if applicable.
To save the payment:
- Select Save to save without allocating.
- Select Save and allocate to allocate the receipt payment.
  
  Note: When you allocate a payment/receipt, the allocation date will default to either today's date or your payment/receipt date. This depends on what you have chosen as the Default allocation date in Sales Ledger Settings.
- If you entered a receipt whilst you're reconciling your bank account, you can click Save & Create Rule to create a bank feeds rule for this transaction, to save you entering it again the next time.

Foreign currency receipts

When you choose a foreign currency customer, additional cheque currency, exchange rate and bank charges boxes are displayed.

The receipt is posted to the following ledgers:

Sales Ledger - in the currency of the customer's account.
Cash Book - in the currency of the bank account. If the customer account and bank account use different currencies the value is converted using the exchange rate entered on the receipt.
Nominal Ledger - in your base currency, using the exchange rate set of the receipt. If the customer and bank account are in the same currency, then the exchange rate set in on in Accounting System Manager is used.

Enter the following additional details:

Currency - The customer's currency is entered by default. Select a different currency if required.
Exchange rate - The current rate is displayed. Click to change this.
Bank charges - Enter if applicable. Bank charges are entered in the same currency as the bank account.

Note: If you want bank charges to be included in your VAT return, then don't enter your bank charges here. Instead, you should enter the bank charges as a separate Nominal Vatable Payment or Nominal Vatable Receipt, using the appropriate VAT rate.

Note: If you are using a nominal bank account to record your bank transactions then you can only record transactions in the currency set on the customer's account.

Receipts with a currency gain or loss

If you are using Foreign Account Revaluation (Sales Ledger settings | Processing), the currency gain or loss is calculated automatically.

If the exchange rate used for the receipt is different to the exchange rate used for the invoice, Sage 200 automatically works out the currency gain or loss and posts it to the Nominal Ledger, when the receipt is allocated. When this occurs, the following additional transactions are posted with a reference of REVALUE:

For a currency gain

Nominal Account	Debit	Credit
Debtors Control Account	Amount of gain
Revaluation Account		Amount of gain

For currency loss

Nominal Account	Debit	Credit
Debtors Control Account		Amount of loss
Revaluation Account	Amount of loss

If you are not using Foreign Account Revaluation, you must post a separate nominal journal to account for the currency gain or loss.

Currency receipts with bank charges

This is the amount that you are charged by your bank for processing a foreign currency receipt. Depending on your bank, this charge can be shown on your bank statement in two ways:

As two separate entries; the sterling value of the receipt and the charge
As a single entry; the sterling value of the receipt minus the charge.

To make it easier for you to reconcile your bank account, there are also two ways you can enter this into Sage 200.

As two separate transactions.
1. Enter the receipt.
2. Enter the bank charge using the Nominal Non-Vatable Receipt, or Nominal Vatable Receipt using the appropriate VAT rate.
This method creates two transactions which you can then match with the two transactions on your bank statement.
As a single transaction.

Enter the receipt and the bank charges using the Sales Receipt

This method creates one transaction which you then match with the single transaction on your bank statement.

Note: If you want bank charges to be included in your VAT return, then don't enter your bank charges here. Instead, you should enter the bank charges as a separate Nominal Vatable Payment or Nominal Vatable Receipt, using the appropriate VAT rate.

Whichever method you use, you record the receipt amount in the original currency and the bank charge in the same currency as the bank account. When the receipt is saved, the customer account balance is updated by the currency value and the bank account and nominal accounts in the sterling equivalent.

If there is an exchange rate gain or loss between the transactions, and you have chosen to use foreign currency revaluation with your accounts, this is dealt with by Sage 200 automatically.

See how to enter a receipt and bank charge as a single transaction

If you want to enter a foreign currency receipt and include any bank charges incurred, you can do this by entering the bank charge details here.

This can make it easier to reconcile your bank statement, if this is how these transactions are shown on your bank statement.

Note: Enter bank charges in the same currency as the bank account.

Enter the full amount of the receipt in the original currency.
In the Bank charges section, choose a nominal account for the bank charges. The default bank charges nominal account is displayed by default.
In the Value column, enter the amount of the bank charges in same currency as the bank account.
The total amount that will be posted to the bank account is shown in the Net bank cheque value after charges box. This should match the amount shown on your bank statement.

Example

You receive $100 in receipt for an invoice. You pay this into your sterling bank account. Your bank charges you a 2.5% fee for foreign currency transactions. The following table shows the amount paid into the bank account in sterling.

Currency payment received	Sterling equivalent £1 = $2.0	2.5% charge	Paid into bank account
$100	£50	£1.25	£48.75

Currency payment received

Sterling equivalent

£1 = $2.0

2.5% charge

Paid into bank account

$100

£50

£1.25

£48.75

When you record the receipt , you:

Enter the cheque value as $100.
Enter a bank charge for £1.25.
The Net bank cheque value after charges is calculated automatically as £48.75.

The following posting are made:

The Nominal Ledger is updated. This table shows the nominal account postings:

Nominal Account	Debit	Credit
Debtors Control Account		£50
Bank Account	£48.75
Bank charges	£1.25

The customer account is updated:

Customer Account Balance	- $100

Currency receipts in a third currency

There may be an occasion where you have a foreign currency customer who pays you in another currency. For example, your Canadian customer pays you in US dollars. This is then paid into your sterling bank account.

The key point here is that you decide the amount that is posted to your customer's account. Say the payment is for US $75, this is roughly the same as CAD 100 depending on the exchange rate. When you enter the payment, you must decide whether you want the US $ payment to be equivalent to CAD 100. This is the amount that is posted to your customer's account to be allocated.

Choose the currency for the payment from the Cheque currency drop-down list.
Enter the amount of the payment in the Cheque value box. This is in the currency of the payment, e.g. US dollars.
If applicable, enter the settlement discount amount.
Enter the amount that you want to post to customer's account in the Customer cheque value box. This is in the customer's currency, e.g. CAD dollars.
The Exchange rate is displayed. Click to change the exchange rate.
Enter the Bank charges, if applicable. Bank charges are entered in the same currency as the bank account.

Note: If you want bank charges to be included in your VAT return, then don't enter your bank charges here. Instead, you should enter the bank charges as a separate Nominal Vatable Payment or Nominal Vatable Receipt, using the appropriate VAT rate.
The value of the payment is shown in the Net bank cheque value after charges box. This should be the same as the amount paid into your bank account.
Save the payment.
- To save the payment without allocating, click Save.
- To save the payment and allocate it to an invoice, click Save and Allocate.

See an example

You invoice your Canadian customer for CAD 100. Your customer pays you US $75. You pay it into your sterling bank account. The current exchange rate is £1 = $1.4 so the payment is worth £53.57. You want to allocate the US $75 to the outstanding CAD 100 invoice.

To do this:

Select US dollar as the cheque currency.
Enter 75 in the Cheque value box.
Enter 100 in the Customer cheque value box.
Enter the Exchange rate as 1.4.
The Net bank cheque value after charges shows as £53.57. This is the amount that is posted to the bank account.
Click Save and Allocate. You can now allocate the payment to the outstanding invoice for CAD 100.

The following updates are made:

Nominal Ledger

Nominal Account	Debit	Credit
Debtors Control Account		53.57
Bank Account	53.57

Customer Account

Customer Account Balance	-100

Card payments using Opayo

Opayo is the new name for Sage Pay. If you're using Sage 200 Professional versions up to 2020 R1, where you see references to "Sage Pay" in the app, these are referring to the Opayo payment service.

If you subscribe to Opayo and have linked Sage 200 to your Opayo account, you can enter card payments directly into Sage 200. See Take card payments with Opayo (Sage Pay).

Open: Sales Ledger > Enter Transactions > Online Card Receipt

The Bank account you've chosen as your Merchant account is selected by default.
Enter the details of the receipt and save it.
Enter the card details:
1. For new cards, select Use New Card Details and enter the card and billing details. The following fields are mandatory: Card Number, Card Holder Name, CV2 ( Security Code), Expiry Date, Billing Name and Address.
  
  To save and reuse this card, enter a Card Reference. This saves you having to take down the card details every time.
2. To use an existing card, select Use Existing Card Details and select the card reference. The most recent card used by this customer is shown first.

Receipts with settlement discounts

A settlement discount is where you offer a discount if your customer pays an invoice early. You usually specify the number of days the invoice has to be paid within to qualify for the discount.

In the UK, if the invoice is paid within the settlement discount period, VAT is only charged on the discounted amount (Goods value minus Discount value).

In Ireland, VAT is calculated at the goods value regardless of any settlement discount.

If the invoice is paid within the agreed number of days, then you allow the full discount value when you enter the payment.

See an example

You offer a settlement discount of 5%:
You record the details of an invoice for £100. VAT is calculated at £20. You enter the discount percentage and amount which is £5.
You receive payment for the invoice within the specified period and the customer has taken the discount, so they pay you £114. This is the gross amount (£120) minus the net discount (£5) and the discounted VAT (5% x 20 = £1).
You record the receipt and enter the cheque value as £114 and add the discount value as £5. This creates a transaction value of £119.
You allocate the invoice (£120) to the receipt (£119). The VAT discount of £1 is still outstanding
You create a credit note for the VAT discount of £1.
You allocate this to the remaining balance on the invoice.

Transaction	Nominal Account	Debit	Credit
Invoice	Debtors Control	120
	Net		100
	VAT		20
Receipt	Discounts Allowed	5
	Bank Account	114
	Debtors Control		119
Credit Note	Debtors Control		1
	VAT	1

Questions

What if I make a mistake

Why can't I change the exchange rate?

Why is the date highlighted red?

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