Step-by-Step Guide to Create and Allocate Receipts

Managing customer payments is a crucial part of any business. If you’re using EasyVend, you’re in luck! This guide will walk you through the process of creating and allocating receipts in EasyVend, making your payment management smoother and more organized.

Why Record Payment Receipts?

Recording payment receipts is essential for keeping track of customer payments and maintaining accurate financial records. It helps you:

1. Track outstanding balances
2. Manage cash flow
3. Keep your accounts up-to-date
4. Smooth Payments and Invoicing: Keep your cash flow strong with easy, automated invoicing and payment options. Integration with Xero and MYOB means fewer errors and less manual work for your team.
5. Provide better customer service

Why Managing Receipts Matters for Businesses

Receipts are more than proof of payment. They’re the backbone of good financial management. Proper management of receipts helps you:

• Track outstanding balances quickly.
• Improve cash flow visibility for better planning.
• Keep accounts accurate and compliant with Australian standards.
• Provide customers with clear and professional documentation.
• Reduce disputes by keeping detailed records of every payment.
• Minimise errors compared to manual processing.
• Strengthen trust with suppliers and clients through transparency.

Best Practices for Receipting Payments and Allocation

When you receive a payment, efficiency and accuracy are key. EasyVend makes it simple to:

• Create a receipt directly from your dashboard.
• Search and select the right customer by name, code, or invoice number.
• Enter payment details, whether full or partial.
• Allocate payments to invoices to reduce errors and missed balances.
• Finalise with confidence, knowing your accounts are instantly updated.

8 Tips for Efficient Digital Receipts Management and Record-Keeping

If you want to simplify how to generate payment receipt tasks, follow these proven tips:

1. Regularly update receipts to keep accounts up to date.
2. Use automated reminders to encourage on-time payments.
3. Double-check allocations before finalising to avoid mismatches.
4. Store and share receipts electronically for secure and instant access.
5. Train staff to follow consistent receipting processes.
6. Reconcile receipts with your accounting software regularly.
7. Back up your invoice on receipt data securely to avoid loss.
8. Review your reports often to identify trends in late or partial payments.

Step-by-Step Guide to Create and Allocate Receipts

Accessing the Receipts Window

1. Start from your EasyVend dashboard
2. Click on the “Receipts” quick link
3. In the Receipts screen, click on “Create New” to record a new payment receipt

Selecting the Customer

1. Click on “Select Customer”
2. You can search for the customer by:
   1. Customer code
   2. Customer name
   3. Invoice number
3. If you don’t have this information, click “Search” to see a list of all customers
4. Select the appropriate customer

Entering Payment Details

1. The receipt date will default to your current working date
2. The amount will show the total outstanding balance for the selected customer
3. If the payment differs from the total balance, edit the amount to reflect the actual payment received

Saving and Allocating the Payment

1. Click “Save” to open the Payment Allocation screen
2. You’ll see a list of the customer’s outstanding invoices, from oldest to newest
3. Allocate the payment to the appropriate invoice(s) by clicking the “Pay” button next to each
4. If the payment doesn’t cover the full invoice, a remaining balance will be shown

Finalizing the Receipt

1. Once you’ve allocated the full payment amount, click “Submit”
2. Congratulations! You’ve now created and allocated your first receipt

Example: Full Balance Payment

Let’s walk through an example where a customer pays their full outstanding balance:

1. From the dashboard, go to the Receipts Quicklink and click “Create New”
2. Select the customer making the payment
3. If the amount matches their total owing balance (e.g., $1,501.25), leave it as is
4. Click “Save”
5. In the allocation screen, pay off all outstanding invoices until the unallocated value reaches zero
6. Click “Submit” to finalize the receipt

Tips for Efficient Receipt Management

• Regularly check and update your receipts to maintain accurate records
• Communicate clearly with customers about their payments and remaining balances
• Use the search function to quickly find customer information when creating receipts
• Double-check allocation amounts before submitting to ensure accuracy

Conclusion

Creating and allocating receipts in EasyVend is a straightforward process that helps keep your financial records accurate and up-to-date. By following this guide, you’ll be able to manage customer payments efficiently, improving your overall business operations.

Remember, practice makes perfect. The more you use this feature, the more comfortable and proficient you’ll become with the process.

Have questions or suggestions about EasyVend? Don’t hesitate to reach out to the support team at 02 9188 4470 or email support@jealtech.com.au. They’re always ready to help you make the most of your EasyVend software!

Book a Trial EasyVend or Trial EasyVend today!

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