CountServa
Official Receipts, Payment Vouchers and Deposits
Official Receipts and Payment Vouchers in CountServa record money coming in from customers and going out to suppliers, and allocate it against open invoices and bills. Deposits, Advances on Account and Currency Exchange handle the cases that do not match a single document. All of them live under the Banking menu and post to the bank or cash account you choose. They are used by cashiers, bookkeepers and owners who handle the company's money.
Before You Start
- You need the Banking or Payments right.
- Set up your bank and cash accounts in Banking > Bank Accounts first. See Banking and Bank Reconciliation.
Which Button to Use
| Screen | Button | Use It For |
|---|---|---|
| Banking > Official Receipts | Receive Payment | A customer paying one or more invoices |
| Banking > Official Receipts | Money In | Other money received, such as interest or a capital injection |
| Banking > Payment Vouchers | Make Payment | Paying one or more supplier bills |
| Banking > Payment Vouchers | Money Out | Other spending with no bill, such as a bank charge |
Each screen lists the vouchers already recorded, with their Voucher No, Date, Description, Reference and amount.
Record an Official Receipt
- Go to Banking > Official Receipts and press Receive Payment. You can also press Receive Payment on an invoice.
- Select the Customer.
- Enter the Date, the account under Deposit to, the Amount Received, Method and Reference.
- For foreign currency, choose the Currency and Exchange Rate.
- Each row is an open invoice showing its Outstanding amount. Enter how much to Allocate to each.
- Attach the Payment evidence if you have it, and add Notes.
- Press Record & Post.
Any amount not allocated stays on the customer's account as Held on Account and appears under Banking > Advances on Account. You can apply it to a later invoice.
Record a Payment Voucher
- Go to Banking > Payment Vouchers and press Make Payment. You can also press Make Payment on a bill.
- Select the Supplier.
- Enter the Date, the account under Pay From, the Amount Paid, Method and Reference.
- Allocate the payment across the open bills.
- Attach the Payment proof if you have it.
- Press Record & Post.
Record Money In or Money Out
- Press Money In on Official Receipts, or Money Out on Payment Vouchers.
- Enter the Date, Amount (RM) and the Bank/Cash Account.
- Choose the account on the other side of the entry, for example interest income or bank charges.
- Optionally choose who it was Received From or Paid To, and add a Reference and Notes.
- Press Record & Post.
Working With a Posted Payment
| Button | What It Does |
|---|---|
| Apply | Allocates a held balance to another invoice or bill |
| Unapply | Removes an allocation so the document is open again |
| Unpost & Edit | Takes the payment back to draft to correct it |
| Edit & Re-post | Saves your corrections and posts again |
| Void | Cancels the payment and reopens the documents it paid |
| Delete | Removes a draft payment |
Advances on Account
Banking > Advances on Account lists money received from customers or paid to suppliers that is not yet matched to an invoice or bill, such as an advance or an overpayment. Each row shows the Contact, Date, Type and amount Held on Account.
- Go to Banking > Advances on Account.
- Press Apply on the row.
- Choose the open invoice or bill and confirm.
A refundable security deposit is different. Record it under Deposits, not here.
Deposits
A deposit is refundable money paid or received, such as a TNB or rental deposit. It is held on the balance sheet, not treated as income or expense.
- Go to Banking > Deposits and press Deposit Paid or Deposit Received.
- Check the Direction: Deposit Paid is an asset (money you paid); Deposit Received is a liability (money paid to you).
- Enter the Date, Amount (RM), the Bank/Cash Account, the Party and the Purpose.
- Press Record & Post.
When the deposit ends, open it and press Record Refund for money returned, or Record Forfeiture for money kept. The Settlement History and Outstanding Balance update. Void Deposit cancels one recorded in error.
Currency Exchange
Use this when you buy foreign cash, for example from a money changer before an overseas trip.
- Go to Banking > Currency Exchange and press Buy Currency.
- Enter the Exchange date, the account it was Paid from, the Ringgit paid (RM) and the Foreign cash received.
- Choose the Money changer, the cash account the Foreign cash held in, and optionally who the Cash held by.
- Add a Bank reference, Purpose and Notes, then press Record Exchange.
As the cash is spent, open the exchange and press Record Spending to book what it paid for to an expense account. The list shows how much of each purchase is Left. Void Exchange cancels one recorded in error.
Frequently Asked Questions
A Customer Paid More Than the Invoice. What Happens?
The extra is held on the customer's account and appears under Banking > Advances on Account. Apply it to their next invoice, or refund it.
Can One Receipt Pay Several Invoices?
Yes. Allocate the amount across as many open invoices as needed on the same receipt.
Can I Print an Official Receipt?
Yes. Open the posted receipt and press Print.
How Do I Cancel Several Payments?
In the payment list, tick them and press Void selected.
Is a Deposit the Same as an Advance?
No. A deposit is refundable security, such as a rental deposit. An advance is prepayment towards an invoice or bill and is applied to it later.