Processing Receipts (Web) in Experience

Created by Audrey Xuereb, Modified on Tue, 17 Oct 2023 at 09:49 AM by Audrey Xuereb

Posting Web Receipts in Experience 

Payments made by customers through the Customer Online Portal will automatically appear under Web Receipts in Experience.

Every month, the Merchant Bank sends a detailed report with the transactions that have been transferred to the company's bank account.  Web receipts can now be selected and posted as Receipts in Experience.

Menu Path:  Customers → Processing → Receipts (Web)

The following table explains the fields available on the header section of the screen.

Field Name
Field Description
Bank Code
The bank account where the money from the Web Receipts will be transferred. 
This is the same account used by the Merchant Bank to transfer the customer payments.
Total Amount
Enter the total amount of all web receipts to be posted as per the Merchant Bank's report.
The date when the funds (from Web Receipts) have been transferred to the Bank Account.
The system shows the Allocation Transaction Type and Allocation Transaction Number.
Current Yr/Pd
The system displays the Current Year and Period.

The following table explains the fields in the lines section of the form.

Field Name
Field Description
The date of the transaction.
Transaction Types can be: 
AR-WR - Web Receipt (used for Receipts coming from the Portal)
AR-WM - Web Manual Receipt (used for Manual Receipts)
The next Receipt Number for the Transaction Type (AR-WR or AR_WM)
System Key used by the System
The customer linked to the transaction.  
When a payment is made by a customer without logging into the portal or 'On Account' (i.e. without selecting the Invoice being settled), the transaction will not be linked to any customer, and the customer number needs to be linked manually by the user.
Customer Number
The system Customer Number.
Transaction Information
This field is an aggregation of several fields from the Portal, mainly Payee Name, Payee Description and Payee E-Mail.
Receipt Number
The transaction number assigned by the Merchant Bank.

This transaction number will be visible on the Merchant Banks Online Portal for reconciliation purposes.

The Transaction Number to which the selected receipt has been allocated.  If '0', then the Receipt is still not allocated with any Invoice.
The Transaction Currency Code.
Tick this checkbox to select the transaction when matching the transactions to the Merchant Bank's report.
Selected Amounts
This field shows the amounts selected.

Reconcile the selected transactions in Experience to the Merchant Bank's report and tick the ones that match.

Linking Receipts to Customers

If the payments made from the portal are not linked to a specific customer, the 'Customer' field on Experience will be blank and the user needs to link the transaction to the Customer based on the information available in the 'Transaction Information' field.

Manual Receipts

There might be cases where online payments are 'delayed'. Such transactions will show as Pending on the Portal, but on verification the Merchant Bank will release these transactions and funds to your bank account. You will notice these, when you see a payment on the Merchant Account Report which is not in Experience. In that case you need to use the Manual Receipt function to create a 'manual receipt' in Experience to reconcile the total to the Merchant Account report.

To post a manual receipt, click on the 'Manual Receipt' button on the 'Receipts (Web)' form.

Field Name
Field Description
Web Receipt Number (RRN)Merchant Bank receipt number
Receipt DateMerchant Bank receipt date
AmountAmount Paid by Customer
Payee NameCustomer Name (who made the payment)
Payee EmailCustomer Email
Payment DescriptionTransaction Description

Once the Manual Receipt transaction is confirmed, it will be listed in the 'Receipts (Web)' form with a transaction type of 'AR-WM'.

When the 'Total Amount' field on the header matches the total amount of receipts selected (bottom right of the screen), one can click on the 'Confirm' button to post the receipts in Experience.  

N.B.  Ensure all transactions are linked to a Customer, otherwise an error will be displayed.

When the transactions are confirmed, they will be posted as web receipts in Experience and can be seen as outstanding transactions on the customer's account.  Click on the 'Customer Inquiry' button from the above screen and then view the payment on account on the 'Outstanding' tab.

In cases where an Invoice was selected from the Customer Online Portal and a Payment made against a specific invoice, the web receipt will be automatically allocated to the invoice.  Thus the transactions will no longer be visible on the 'Outstanding' tab, but can be viewed by clicking on the 'Customer Allocations' button from the 'Receipts (Web)' screen.

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