A pop-up box will appear asking for the date that the payment was received along with the applicable amount. The Comment field can be used to record any other relevant information (cheque number, purchase order reference etc).
Tip: Be particularly careful when entering the Amount Received. Although the date received and comment can be amended later if required, the amount can only be changed by cancelling the receipt and logging it again.
Note the final entry referring to Allocations. In most cases, this should be left as Yes as, once logged, the payment will need be assigned to the applicable invoices.
In most cases it is recommended that an incorrect invoice be cancelled and then reissued again with the correct details. However, there are certain scenarios where you can leave the invoice as it is and instead use Credits to balance the hirer’s account.
The hirer has been invoiced for ten individual lettings (total £500), one of which didn’t take place (£50).
If... The affective slots on the letting grid do not need to be freed up to allow another reservation to be logged.
And... It is not going to cause an issue that the letting records show that the reservation completed as normal.
Then... You can add a credit of £50 and allocate it to the applicable invoice. This will leave an outstanding balance of £450.
The hirer has been invoiced for £500 (10 individual lettings of £50 each), however, one of those reservations should have been for a reduced rate of £40. Therefore, the hirer has been overcharged by £10.
If... You are not concerned that the affected reservation continues to show a charge of £50 within the letting records area.
And... You are not relying on SchoolBooking reports to show how much income a facility is generating for you.
Then... You can add a credit of £10 and allocate it to the applicable invoice. This will leave an outstanding balance of £490.
Important: Although this method may seem quicker/easier than cancelling the invoice and starting again, it does have its own drawbacks that, in the longer term, may prove to be an issue. In particular...
- If a letting didn’t take place but isn’t cancelled in the system, this will make a facility appear more popular than it actually is.
- If a letting includes a fee that didn’t really apply, the applicable facility will show that it is generating more income for you than it is in reality.
Therefore, if you are reliant on SchoolBooking in determining how successful and profitable a facility is proving to be for letting purposes, the Credit method should be used very sparingly.
6 – Allocating receipts to an invoice