Create Receipt/Refund Batch

This form lets you create A/R Receipt or Refund batches from A/R invoices and other documents according to the configuration in the EFT Processing Receipt Selection Code setup.

Create Receipt batch can create three types of batches: 

A/R Receipt batches, Zero value A/R Receipt batches to apply documents and A/R Refund batches.

When creating A/R Refund batches, the process only includes Credit Notes and Unapplied Cash and Prepayments, in line with how Refund batches work in Sage 300.

Note: You must create at least one receipt selection code in EFT Processing Setup before you can use this form to create a batch.  
Tip: You can update the invoice Due Date if required to ensure the invoice can be selected in the "Create Receipt Batch" run. Refer to Update Invoice Due Date

Watch video presentation on EFT Create A/R Receipt/Refund Batch

How to use

The default values are determined by the Receipt/Refund Selection Code. You can amend the values for the specific receipt batch you need to create.

See EFT Setup - Receipt/Refund Selection Codes

Step 1: Enter a Receipt/Refund Batch Date .

Step 2: Update the default batch and entry descriptions if required.

Step 3: Select "Create" to generate the batch.

The process displays a message with the batch number created and the number of entries.

If the process is unable to find documents within the selection criteria, it returns a message "Nothing to receipt".

Step 4: If the created batch is not auto-posted, you can edit the batches in A/R Transactions. When the batch is posted, you can use it in Create EFT File as if you had manually created the A/R Receipt or A/R Refund batch.

Note:

You can create a single receipt per invoice, or group all outstanding invoices in a single receipt per customer: 

Select Yes if you want separate receipts per outstanding invoice,

Select No to include all invoices in a single receipt per customer.

A/R Receipt batches

When creating A/R Receipt batches, EFT Processing creates a new receipt and applies all the documents that meet the criteria selected. Invoices and the documents selected on the "Documents" tab are included.

A/R Receipt Batches - Zero value

This is used to match documents (invoices and Credit notes) to a receipt.

Note: If the customer's net balance is in credit, you can then use "Create A/R Refund batch" to create a refund applied to the pending credit transactions.

Tips:

You need to select at least one of Credit Notes, Prepayments or Unapplied Cash on the Documents Tab.

When creating Zero value A/R Receipt batches, EFT Processing evaluates the credit balance based on the selection parameters. Invoice and other debit balances are applied to the credit balance until the balance is zero.

If the credit balance is greater than the Debit balance, the most recent credit transaction will end up with a pending balance. If the debit balance is greater than the credit balance, the most recent debit transaction will end up with a pending balance.

A/R Refund batches

When creating A/R Refund batches, EFT Processing includes Credit Notes, Prepayments and Unapplied Cash as selected on the "Documents" Tab. You need to select at least one of Credit Notes, Prepayments or Unapplied Cash on the Documents Tab.

As per Sage's rules with A/R Refund, Invoices and Debit Notes cannot be selected.

Tips:
  • When creating A/R Refund batches, ensure A/R Receipt batches are posted before running the function.
  • When creating A/R Refund, if you only want to refund customers with a net credit balance, set the From Customer Balance to the lowest negative number you want to select. Set the To Customer Balance to 0.

Payment Type: 

  • The payment type "CASH or CHECK" configured on the Payment Code in A/R Setup is used to determine the A/R Refund payment type.

  • All details in the refund use the same payment type.

  • If no payment code is selected, the Refund payment type is set to "Cash".

  • You can amend the payment types before posting the A/R Refund batch if you don't auto-post the batch.

See also

For details on the selection criteria, please refer to

EFT Setup - Receipt/Refund Selection Codes