Cash Receipt, Cash Disbursement and Payment Status

The 'Cash Receipt' document, accepts fund document, is the cash document commonly used by warehouse stores and it is the reverse of the document 'Cash Disbursement'. The cash desk document confirms that the company's cash is accepted from the outside.

1. Cash Receipt

To start with cash receipt module, click on the documents tab and select the 'Cash receipt' from the drop-down list.

After performing the above-described step, the new window will be displayed in front of LoMag user. In this window different options such as Add, Edit, Delete and Export are present for making any further changes. It also shows the list of existing documents for cash payments that we have already created.

To create a new deposit in the document, click the Add button in the menu as shown above.

A new window will appear in which the user will be able to filter the documents. In order to find the document faster, used the 'Text Search' box present at the top of the window. Select the source 'Invoice' from the list and open it by double-clicking on it with the left mouse button or by using the 'Enter key'.

The next step is to fill the data for the Cash Receipt document. On the left side, enter the document number, date and sum quantity. The software allows you to edit the amount and enter a different value rather than the original value of the document, which is zero in present case. Below we present an example for V11/19 document, set deposit sum to '200', select the Cash Recipt option from the drop-down menu. We can print this document and for this click on the print KP button.

In our case, the present list is empty as shown below.

In the above screen shot, we can see that on the right side we have all the CR / CD documents connections for a given invoice. Perform the above steps to add a new deposit. On clicking the 'Save' option the '200' amount will be appeared, click on the print KP option to check its print view.

In case if the user made a mistake, for example, he entered the wrong date of payment or for a low / high deposit amount, then he can edit already existing document and correct the values. In order to edit the document, double-click the selected document or click Edit option.

In order to make another payment for same invoice, click the 'Add' button as we did before and on the invoice list find the same source invoice for which you paid the amount of 200 (V11/19). After opening a new CR document, the document number and the date of payment and sum amount should be filled again.

Enter PLN 415 amount by following the previous step. Thiw will make the total of PLN 615. After entering the data, CR should be printed and handed over to the customer's account for signature.

1.1 The Cashier will Accept the Invoice

The LoMag warehouse program also allows you to issue CR through editing invoice option. Click on the Document tab present at the top of the window and select the invoices from the drop-down option or simply use F11 shortcut key. This will open the list of available invoices.

Select any invoice and edit the selected invoice from the edit option, or Add a new one as it is shown below. We have created a new invoice with the number of V13/19. Add the account name and items.

Use the 'Payment' button in a new or edited document.

After performing the above action, the new cash receipt document will be added in the list. Repeat the steps as described above in this manual in order to define the deposit amount.

2. Cash Disbursement (CD)

The cash bill will be issued (CD) as a proof of payment, which confirms the payment of a certain amount from the cash register. The CD document should be drawn up in two copies.

  1. The original remains with the issuer of the document (as proof that the other party has received the amount).
  2. While the other copy goes to the person receiving the cash.

It is important that the document contains legible signatures of customers, who have paid and accepted cash, because the document without signatures are not valid.

To start with the 'Cash Disbursement', click on the Documents tab and select the 'Cash Disbursement' from the drop-dpwn list. A new window will be opened responsible for 'Cash Disbursement' documents.

All functions and procedure scheme for the 'Cash Disbursement' module work in the same way as for the Cash Receipts module. The only difference are the values in the list of documents and the list of billing for the invoice, which in this case have a negative value.

3. Payment Statuses

The LoMag warehouse program provides an option to update the invoice status based on payment records. Thanks to this option, as software automatically calculates whether the invoice is;

  1. Unpaid.
  2. Paid.
  3. Partly Paid.
  4. Overpaid.

To start the automatic invoice calculation based on payment records, click on the Program tab and select the 'Settings' from the drop-down menu, or use the keyboard shortcut CTRL + U. You can also click on the settings icon present in the main menu.

The user will be presented with the window of the LoMag program settings. On the left side select the document type 'Invoice'. In the available invoice options, check the box "Set invoice status based on payment records", and then press the OK button to save the settings.

Note! Selecting this option will also create this option in other invoice documents as well.

In below example, we will create a new invoice document with automatic status change based on payment records. This will be performed by using the above instruction for cash register (CR).

In order to create a new invoice, click on new invoice option present in the top menu, or use the SHIFT + F11 shortcut key. The user of the LoMag software is already familiar with the invoice creation window from previous manuals.

Fill the basic parameters such as contractor's name, product, date of purchase, payment, etc.

After filling the basic parameters and print the document or save it. It will immediately appear on the invoice list. Select that Invoice option from the document tab in order to see this.

The status for the newly created invoice will be unpaid unless the LoMag user has introduced the payment records (cash receipts) while creating the invoice document.

When re-editing the invoice, select the payment button and in the new window declare the payment amount for the invoice. In our example, the total amount for the current document is PLN 7.38, we will make a payment of PLN 5 so that the status of invoice changes from unpaid status to partially paid-up.

After entering the amount and approving it, the status of the edited invoice will be changed from unpaid to partially paid. This status will also change in the list of invoice documents.

By following the instructions as described above, we can change the invoice status from the partially paid to paid as well. For the, Edit the document again, select the payment button and pay the full amount to the invoice (after opening the payment records window, the LoMag warehouse program automatically calculates the full amount to pay the invoice - as described in the Cash Receipts heading)

By approving the payment amount, the status on the invoice and the list of documents will change to "paid".

If the customer pays too much for a given invoice (the payment record for a given document will be greater than its value), the status will indicate the value of the 'overpaid', which is shown in the list of other invoices.