Purchasing Receipts
Overview
Purchasing receipts are used to record payments made to vendors. They can be created independently or linked to purchasing invoices to track payments against specific invoices. When created, receipts generate transactions on the general ledger based on the payment method, vendor details, and other relevant data.
Fields of the Purchasing Receipt Form Explained
- Issue Date: The date when the payment was made. This is the primary date used to record the payment transaction on the general ledger. It will default to today's date but can be manually changed based on your organization's settings.
- Description: A free-text field to add any notes or description about the receipt. This is optional and purely for reference purposes.
- Vendor: The vendor to whom the payment is made. The receipt will be linked to the vendor record and will inherit the vendor's details. Once the receipt is created, the vendor details are saved as a snapshot.
- Cash Account: The bank or cash account from which the payment is made. This determines which account will be credited when the receipt is confirmed. The account selection may be limited based on the payment method chosen.
- Payment Amount: The total amount of the payment being made to the vendor.
- Transaction Note: This is a text field to add any notes or description about the invoice. This is optional and purely for reference purposes. It does not show up on the printed invoice, only shows up on the general ledger and account statements of the related transactions.
- Payment Method: If you have receipt payment methods configured, you must select the payment method used for the receipt, it becomes a required field. You can read more about receipt payment methods here.
Purchasing Receipt Other Properties
- Receipt Reference: Automatically generated by Mezan based on your organization's counters settings. It is only generated after the receipt is confirmed for the first time and serves as a unique identifier within the organization.
- Confirmation Status: Can be "Draft" or "Confirmed". This status influences whether the receipt appears in reports by default. Confirmed receipts generate transactions on the general ledger.
- Organization Member: The team member who created the receipt. It is automatically populated by the system based on the user who created the receipt. It is useful for reporting, permissions, and audit purposes.
- Linked Invoices: Shows which purchasing invoices this receipt is linked to for payment tracking. A receipt can be linked to multiple invoices, and the linking can be partial or full amounts.
Transactions Generated by Purchasing Receipts
A purchasing receipt generates the following transactions:
- Bank/Cash Account: A credit transaction for the payment amount on the respective payment method account.
- Accounts Payable: A debit transaction on the vendor's accounts payable account.
- Payment Method Costs: If a payment method is associated and has costs configured, it can also generate additional transactions for the costs of payment processing. Read more about payment method costs here.