When I receive a payment from a customer, it seems like it takes too many steps.
Currently, I have a few ways to choose from for entering a received payment in Manager:
If I know the invoice number, I can open the invoice:
Receive money. I have to select the receipt account (
Cash), but the Payer, Accounts receivable, the A/R account (customer), and invoice number are already filled in for me. I enter the amount, and hit
If I don’t know the invoice number, or if the customer is paying in advance of any invoice, I can go through my cash account ledger:
Receive money. As above, I have to select the receipt account and fill in the payment amount, but I also have to select the
Accounts receivableaccount and I have to specify the customer’s name TWICE (once manually on the
Payerline and once from the A/R sub-account drop-down).
Alternatively, if I don’t know the invoice number, to save myself the trouble of typing the customer’s name in the Payer field, I can go through
Accounts receivablehyperlink and open any random invoice, then I can click the little
Xto erase the pre-selected invoice number and then overwrite the amount.
Am I missing a more streamlined workflow, or is this it? If this is it, then there really should be an easier way to enter payment receipts. At a minimum, the Cash Received form should default to
Accounts receivable and the
Payer should self-populate once the customer is selected from the A/R sub-account drop-down.
In addition, when I click
Create on the Cash Received entry form, Manager currently takes me back to the Cash account ledger. It should instead take me to a printable Receipt, similar to what happens when I create an Invoice or a Credit Note or pretty much anything else. I shouldn’t have to find and
View the transaction I just entered again just to generate the printed receipt.
Finally, when I enter a received payment without an invoice number (what used to be called
Customer credits but is now done automatically through
Accounts receivable), there are a lot of superfluous “
Automatic entry” items created in the ledger as the cash is allocated to various invoices. The end result and the automation are really nice, but the resulting ledger trail is a bit more messy than it needs to be. It would be great if this could be cleaned up and tightened a bit, and it would be really great if there could be an “
Allocate to open invoices” button on the Cash Received form, which would cause the line-item allocations against specific invoices to appear on the Cash Received form itself. The user could review the allocation, make adjustments as required, and then click
Create. No surprises!
First you would enter the amount of the payment…
…Then you would click the “
Allocate to open invoices” button and magic would happen:
This is the same as what happens behind the scenes currently, but in this suggestion, it’s displayed on the Cash Received form for user review before the payment is posted. (Note the $30 in this example that exceeds the amount of the open invoices, so it’s left over as a Customer credit as shown on the third line.) After verifying and tweaking the allocation, the user would click the
Create button and the payment would be posted and the Receipt notice would be displayed. Another benefit of this workflow is that the printed customer Receipt would show how the payment was allocated among the open invoices, which keeps everybody on the same page about which invoices have been paid.