Receipts Entry Overview
The Receipts Entry screen is designed to recoginize payments from a passenger for a booking. Anytime a payment is applied to a booking in reservations, the transaction is recorded and will be displayed in this screen.
Users can also use this screen to create manual payments.
Example
Cash and Check Payments. If a Vendor was overpaid, then the refund will be entered into receipts entry.
The last usecase for this screen is to transfer funds between bookings.
Note: Users will need to know the reservation number in order to access the information. A reservation number must be entered prior to creating a receipt.
Defining the Grid
When accessing the receipts entry screen, users will need to manually fill in the below fields only when manually creating a transaction (for example, creating a transaction for cash or check.) If users are accessing this screen for verification purposes, these fields will be dynamically filled in.
Company ID
The Company ID relates back to the company information added under "Company Setup"
Journal
Name of the Journal from the Journals screen.
Note: The Journal users will choose from on this screen should only be the receivable journals created in the Journals Screen.
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Trans Date
Date of the transaction (date the payment is applied in reservations or the date that the payment is manually added into the receipts screen by a user)
Reference
Check number or last four digits of a credit card number to track the payment.
Example
If a user applies a credit card payment through reservations, the last four digits of the credit card can be viewed in the receipts entry screen as well as reservations.
Trans Type
The "Type" field defines the transaction type. There are five different options to choose from:
RD- Deposit
RF- Full Payment
RS- Supplier Refund
RA- Airline Refund
MV- Move Between Reservations
When a payment is applied through reservations, the transaction type is automatically stamped against the transaction. When creating a manual receipt in the receipts entry screen, however, users will have the opportunity to define the type of transaction in the dropdown.
Receipt Amount
The amount of the receipt, the amount of the refund, or the amount of money to be moved between reservations.
Description
Description of the transaction. This is for internal notes only.
Received from Information
There are three fields available to users in the receipts entry field. These fields will be dynamically recorded in the receipts entry screen when a payment is applied through reservations. When entering transaction information manually in this screen, users have the option to choose from the following:
Received From: Users can choose from either a "customer" "contact" "supplier"
Source ID: Users can select from an existing customer, contact, or supplier.
Example
If the user selects "Customer" under the "received from" dropdown, then they will select the customer ID that is associated to the customer under the "Manage Customers" screen.
If the user selects "Contact" under the "received from" dropdown, then they will select the contact ID that is associated to the contact under "Manage Contacts."
If a user is accepting a payment from a contact that does not exist as a contact in the Softrip application, users are not required to enter a Contact ID and can enter the Contact Name only under the Source Name Field.
Source Name: The name of the source, such as the contact's first and last name or the organization/customer's name.
Memos
Display of information for ACCT memos.