EPOS - Cash Matching

EPOS - Cash Matching

INTRODUCTION

When customers make payments against their accounts to reduce the amount they owe then it is required that this transaction is then matched against the invoices and credits outstanding on their account.  If, this does not happen then the credit control rules will begin to flag that there customer has aged invoices and can prevent the customer from purchasing further items.

SECURITY

Tools\Tools Menu\Security\Group Access Rights\
Select the group to either enable or disable cash matching
Then select Sales\Cash Matching


This group are not able to Cash Match

CASH MATCHING

This comes down to each business practice and there are different scenarios:
1. Staff can take the payment but not match and the matching is done in the back office.
2. Staff can take a payment and match against invoices and credit.
3. Back Office staff take payments and match.



Best practice is to find the payment and if settlement discount has been done select these first


Once the payment is selected the user can either select Auto Match and this will then take the payment from the oldest invoices or
they can manually MATCH the payment and once all invoices, credits etc. have been selected press the MATCH button and then EXIT


When the transactions have been selected they move to the selected column and the Match Total MUST = 0
When MATCH is selected the following message appears

Select YES to finalise.

SETTLEMENT DISCOUNT

Settlement discount can be done via the payment screen or cash matching

Cash Matching Screen



From the example above there is a value of 75.10 in the match total
to do a Sett Disc the field needs to be populated

Now the Match Total is shown as -3.87 and the selected value now needs to be calculated:


The value now has been reduced to -75.10 and now shows the Match Total as 0
Leaving the cursor in the selected field now press the Sett Disc button


Receive Account Payment



After selecting the Pay Type and Customers account information is seen:
What the customers current balance is and the aged debt.
From the information there is an aged debt of over 90 days of 78.99
The customer pays 78.00 and a settlement discount is taken of 0.99



A note can be added at this point.
SAVE the payment


Please note this cannot happen at the till as tills normally use thermal printers and a different printer needs to be used.
See kb: Emailing in Agility Pro and go to accounts receipts



Users choice and depending on the set up the user will either go to the cash matching screen or not.

Accounts Receivable

To proceed go to Sales\Cash Matching and enter the account number
All transactions posted will appear in the form
Select the payment first and then select each transaction until the balance is 0
Then press the MATCH button.

OR select the payment and then select AUTO-MATCH this will then match the payment against the oldest transactions first.
Once the auto-match has selected everything press the Match button

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