Enter a sales receipt

Find this screen

Open: Customers > Enter Transactions > Sales Receipt.

Watch a video

Record customer and supplier payments and receipts (video)

How to

Enter a receipt

Open: Customers > Enter Transactions > Sales Receipt.

  1. Select the Bank account.
  2. Click Clear or tab to the Code field.
  3. Choose the customer from the Code, Short Name or Postcode drop-down list.

  4. Enter the details:

    • Date - This defaults to today's date.

    • Reference and Second reference if required.

    • Cheque value - Enter the receipt amount.
    • Settlement discount - if applicable.

  5. To save the receipt :

    • Click Save to save without allocating.

    • Click Save and allocate to allocate the receipt .

      Note: When you allocate a payment/receipt, the allocation date will default to either today's date or the payment/receipt date. This depends on what you have chosen as the Default allocation date in Customer Defaults and 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.

Enter a foreign currency receipt

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

You can only process card transactions in currencies that you have agreed with Opayo.

If there is an exchange rate gain or loss between the transactions, this is dealt with by Sage 200 automatically.

Enter the following additional details:

  1. Currency - The customer's currency is entered by default. Select a different currency if required.

  2. Exchange rate - The current rate is displayed. Click to change this.

  3. 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.

  4. Save the receipt :

    • To save without allocating, click Save.

    • To save and allocate it, click Save and Allocate.

      Note: When you allocate a payment/receipt, the allocation date will default to either today's date or the payment/receipt date. This depends on what you have chosen as the Default allocation date in Customer Defaults and Settings.

Enter a foreign currency receipt 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.

To enter the payment:

  1. Choose the currency for the payment from the Cheque currency drop-down list.

  2. Enter the amount of the payment in the Cheque value box. This is in the currency of the payment, e.g. US dollars.
  3. If applicable, enter the settlement discount amount.
  4. Enter the amount that you want to post to the customer'ss account in the Customer cheque value box. This is in the customer's currency, e.g. CAD.
  5. The Exchange rate is displayed. Click to change the exchange rate.

  6. 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.

  7. 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.

  8. To save the payment without allocating, click Save.

    To save the payment and allocate it to an invoice, click Save and Allocate.

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:

  1. Select US dollar as the cheque currency.
  2. Enter 75 in the Cheque value box.
  3. Enter 100 in the customer cheque value box.
  4. Enter the Exchange rate as 1.4.
  5. The Net bank cheque value after charges shows as £53.57. This is the amount that is posted to the bank account.
  6. 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

Enter a card payment using Opayo (formerly Sage Pay)

Open: Customers > Online Cards > Online Card Receipt.

  1. Enter the receipt:

    1. The Bank account you've chosen as your Merchant account is selected by default.
    2. Click Clear.
    3. Choose the customer from the Code, Short Name or Postcode drop-down list.
    4. Enter the Date of the receipt . This defaults to today's date.
    5. Enter a Reference and Second reference if required.
    6. Enter the receipt amount in the Cheque value box.

    7. If applicable, enter the Settlement discount amount.

    8. Save the receipt .

      • Click Save to save the receipt without allocating.

      • Click Save and allocate to allocate the receipt .

        Note: When you allocate a payment/receipt, the allocation date will default to either today's date or the payment/receipt date. This depends on what you have chosen as the Default allocation date in Customer Defaults and Settings.

  2. Enter the card details
      1. Select Use New Card Details.
      2. Select the Card Type* from the drop-down list.
      3. Enter the card details. * denotes the mandatory fields.
        1. Card Number *.
        2. Card Holder Name * as it appears on the card.
        3. Issue Number if applicable.
        4. CV2 (Security Code) * from the back of the card.
        5. Start Date if applicable. Choose from the month and year drop-down lists.
        6. Expiry Date *. Choose from the month and year drop-down lists.
      4. Enter the billing details:
        1. Billing surname *
        2. Billing first name *
        3. Billing address *- the address details are taken from the customer's account. You can change them here if necessary.
        4. City *
        5. Postcode *
        6. Country*
      5. Click Save.
      6. Enter the Card Reference details. This allows you to recall these details if your customer pays you using the same card again.

    2. If your customer has paid you using this card before, you can recall these card details to save you entering all the information again.

      1. Select Use Existing Card Details.
      2. Select the reference you gave the card from the drop-down list.

        3. Note: By default, the card most recently used by the customer is displayed.

      3. Click Save.
      4. Click OK to confirm the message that payment has successfully been taken from the customer's card.

For more details, see Enter a card receipt using Opayo (formerly Sage Pay).

Useful info

About 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.

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

  • 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.

  1. Enter the invoice. Include the settlement discount details on the invoice. The full invoice value is posted to the customer's account.

  2. Enter the receipt. If your customer qualifies for the discount when they pay the invoice, they'll pay you the invoice total minus the discount amount. You enter this as the Cheque value and you also enter the amount of the discount.

    The discount is added to the amount received to make sure that payment matches the invoice. This is posted to the customer's account and the Debtors Control Account.

    The amount received is posted to the bank account and the discount amount is posted to the Discounts Taken nominal account.

    For example, for an invoice of £119 with a £5 settlement discount, enter the payment amount as £114 and discount amount as £5.

You offer a settlement discount of 5%:

  1. You record the details of an invoice for £100. VAT is calculated at £20. You enter the discount percentage and amount which is £5.
  2. 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).
  3. 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.
  4. You allocate the invoice (£120) to the receipt (£119). The VAT discount of £1 is still outstanding
  5. You create a credit note for the VAT discount of £1.
  6. 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  

To make sure that the settlement discount details are always entered when invoices are entered for a customer, you can add the settlement discount details to the customer's account (Payment Terms tab). The Discount percent, Discount Days are then automatically applied each time you enter an invoice for this customer.

You can change the discount details when entering an individual invoice if you need to. This does not update the customer's account. If you change the Discount Value, the Discount Percent is updated and vice versa.

About 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:

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 using the Sales Receipt option.

    2. Enter the bank charge using a Nominal Non-Vatable Receipt or Nominal Vatable Receipt.

    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 option.

    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's 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, this is dealt with by Sage 200 automatically.

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.

  1. Enter the full amount of the receipt in the original currency.
  2. In the Bank charges section, choose a nominal account for the bank charges. The default bank charges nominal account is displayed by default.
  3. In the Value column, enter the amount of the bank charges in same currency as the bank account.
  4. 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

When you record the receipt , you:

  1. Enter the cheque value as $100.
  2. Enter a bank charge for £1.25.
  3. 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

About receipts with a currency gain or loss

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 a currency loss.

    Nominal Account Debit Credit
    Debtors Control Account  

    Amount of loss
    Revaluation Account Amount of loss  

About using Opayo

Opayo (formerly Sage Pay) is an online card service provider similar to PayPal. Opayo integrates seamlessly with Sage 200 making it easier for your customers to pay you and easier for you to process those payments.

Once you've subscribed and integrated Opayo with Sage 200, you can:

  • Take card payments from your customers and input them directly into Sage 200. This is useful when a customer pays you over the phone.
  • Add Pay Now buttons to invoices, statements and debtor letters, so your customers can pay you immediately. Your customer just clicks the button and enters their card details.
  • Import payments made using the Pay Now option, directly into Sage 200.

Create rules for bank feeds reconciliation

If you enter 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.

For example, if you make a regular payment for your energy bills each month, you could set up a rule that recognises your bank payment to the energy company, and then creates the matching nominal transaction for you.

You can create bank feeds rules whenever you add a new transaction in Bank Feeds Reconciliation.

See Bank feeds rules.

Fix it

What if I make a mistake?

To maintain the integrity of your data, you can't delete transactions once they're posted. However, you can make corrections which creates a reverse transaction with the same details as the original and a new transaction with your changes.

See Correct posted customer transactions.

Why is the date highlighted in red?

This is because the invoice date does not fall within any of your accounting periods.

Check the date and try again.

What happens when I

Save a receipt

The nominal account and customer account are updated immediately, unless the receipt is dated in a future period. In this case, the transaction is posted when the period is opened.

The following table shows the nominal account postings:

Nominal Account Debit Credit

Debtors Control Account

Receipt value

Bank Account Receipt Value

The customer's account is reduced by the payment value.

Save a receipt with a settlement discount

The following table shows the nominal account postings:

Nominal Account Debit Credit
Debtors Control Account Total receipt value: payment +discount
Bank Account Receipt value
Discounts Allowed Discount value

The customer's account is reduced by the total payment value.

Save a foreign currency receipt

The following table shows the nominal account postings:

Nominal Account Debit Credit
Debtors Control Account Receipt value in base currency
Bank Account Receipt value in base currency.

The bank account balance is updated by the payment amount in the bank's currency.

The customer's account is reduced by the currency payment value.

If the receipt is allocated to an invoice,and there is an exchange gain or loss, the following nominal account postings are made:

Nominal Account Debit Credit
Debtors Control Account Gain Loss
Revaluation Account Loss Gain

Save a receipt with bank charges

The following table shows the nominal account postings:

Nominal Account Debit Credit
Debtors Control Account Receipt value
Bank Account Receipt value = charge
Bank charges Charge

The customer account is updated by the payment value in the original currency.

Sage is providing this article for organisations to use for general guidance. Sage works hard to ensure the information is correct at the time of publication and strives to keep all supplied information up-to-date and accurate, but makes no representations or warranties of any kind—express or implied—about the ongoing accuracy, reliability, suitability, or completeness of the information provided.

The information contained within this article is not intended to be a substitute for professional advice. Sage assumes no responsibility for any action taken on the basis of the article. Any reliance you place on the information contained within the article is at your own risk. In using the article, you agree that Sage is not liable for any loss or damage whatsoever, including without limitation, any direct, indirect, consequential or incidental loss or damage, arising out of, or in connection with, the use of this information.

See also

Related information

Correct a transaction entered for the wrong bank account

Amend an allocated transaction

Correct posted customer transactions

Take card payments using Opayo (formerly Sage Pay)

Record money received from customers