If a user needs to log card, cash or cheque payments when they are received but before the funds clear into the client account, the steps are listed below.
1. Logging payments
Navigate to Bank > View bank lines
Select Cash/Card payment from the left sidebar and populate the required information
Choose the account Cash, Card or Cheque (whichever you are receipting)
Tick the box to generate a receipt for the client if they wish
Click Submit
The system will then add a manual entry against the Cash, Credit card or Cheque account
If your system is set up to show these funds immediately, then the funds will appear in the relevant ledgers
Otherwise, these will appear in red on the relevant ledger and will credit the balance when the bank transactions are uploaded and matched
2. Assigning cleared funds
When the transaction clears and is imported as a client bank transaction, it should be matched to the manual entry to confirm that the funds have cleared.
Click on the pencil icon
Click on the Select bank line to match dropdown, and choose the correct option
If there were multiple manual entries for that day, the system will add them up into one amount and match it with the amount paid by your card provider.
NOTE: This will automatically break down the bank line into the correct amounts and assign the funds correctly.
NOTE: When matched, the manual entry will change to black, and the funds will be credited to the balance. If a payment bounces, the manual line will remain red and unmatched.
