Entering a client receipt

To enter a client receipt

  1. From the > Manage menu, click Client Receipts.
  2. Bill & Pay only: You may be prompted to sync payments if there are payments in Bill & Pay that have not synced to Ajera. Click Yes to get payments.
  3. For the type, leave it as Client Receipt.
  4. If you use multi-company, you can also select Intercompany to record payment from an intercompany vendor invoice. For more information, see Entering intercompany vendor invoices and client receipts.
  5. Click Find Invoice to search for unpaid invoices by invoice number.
  1. Click the Project or Client field and associate the receipt with a project or client.
Note:
  • If you select a project that is associated with more than one client, Ajera selects the client for you. You can change this by clicking in the Client field.
  • To enter a client receipt to a project with a status other than Preliminary, Active, or Billing Hold, you must first open the project list in > Manage > Project Command Center. Click the Status column, and select the status (Hold, Work Hold, or Closed). Then resume entering the client receipt in the Manage Client Receipts window.
  1. Multi-company only. Select the company receiving the payment. If the company is not associated with the project, Ajera creates intercompany entries. Be sure to reconcile your intercompany accounts regularly.
  2. Enter the date of the receipt.  

When you enter a receipt, Ajera uses the receipt date for

  • The Accounts Receivable and Pending Deposit general ledger entries for accrual basis
  • The Miscellaneous Revenue and Pending Deposit general ledger entries for cash basis

When you create the deposit, which creates the bank entry, Ajera uses the deposit date for the Cash and the reversing Pending Deposit general ledger entries. The deposit date is used for the bank entry and the receipt date is used on the Client Invoice Aging report. The Client Receipts Register uses both dates when they exist.   

For Pending deposit receipts (not yet attached to a deposit) the deposit date is blank because no bank entry has been created yet.

  1. Enter the method of payment, such as a check or electronic funds transfer (EFT).
  2. Enter an identification number for the receipt, such as a check number or routing ID. This ID appears on statements and aging reports.
  3. Enter the ABA number (routing number or routing transfer number) that you write on the deposit slip for this receipt. On a check, the ABA number appears in the upper right area. It uniquely identifies the receipt.

  4. Click (attachments button) and add attachments, by linking to related files. A linked file must be in a shared location for other people to open it (for example, on a shared network or a website).  

     
  5. If you enter an amount, enter the total amount of the receipt. As you apply it to invoices, Ajera displays the remaining amount.

If you do not enter an amount, Ajera automatically calculates it as you select invoices to pay with this receipt.

  1. Enter any notes about the receipt. For example, you might enter notes such as: Need to call the client to see how they want to handle the overpayment - hold for future invoice or refund.
  2. Use the tables to apply the receipt amount to your client invoices or to identify it as a prepayment (retainer), as follows:
To Do this

Apply payment to the entire invoice amount

Select the Pay check box for the invoice.

Apply payment to part of the invoice amount, paying in activity order of Labor, Expense, and Consultant
  1. Select the Pay check box for the invoice.
  2. Enter the amount.

Apply payment to part of the invoice amount, specifying amounts for distributions
  1. Click (plus sign) next to the invoice.
  2. Distributions appear by activity. To view by phase, select the Pay by phase check box above the table.
  3. Select the Pay check box for the distributions you want to pay and enter the amount for each.

Identify receipt as a prepayment to a client but not a project

Multi-company only. You must associate a prepayment with a company before you can apply it.
  1. On the Prepayments table, leave the Projects field blank.
  2. Select the Pay check box in a blank row.
  3. Change or enter the prepayment amount, as needed.
  4. If needed, apply the prepayment amount on the Prepayments tab.

Identify receipt as a prepayment to a specific project

Multi-company only. You must associate a prepayment with a project before you can apply it.
  1. On the Prepayments table, enter the project in a blank row.
  2. Select the Pay check box.
  3. Change or enter the prepayment amount, as needed.
  4. If needed, apply the prepayment amount on the Prepayments tab.

About invoices with negative distributions:

You cannot pay part of an invoice that has a negative distribution so that it results in a negative-only payment or a balance due with a negative amount. You can only save receipts when the total invoice amount and balance due are positive. Ajera highlights in red negative amounts that you cannot save.

To enter sales tax for payments:

If you selected Apply sales tax on the Billing tab in > Setup > Company > Preferences, the Sales Tax field appears in the table. When you enter an amount in the Amount field, Ajera automatically calculates the sales tax based on the sales tax rate you entered for the project or phase (in > Manage > Project Command Center > Project Info tab > Billing subtab) and reduces the amount you enter in the Amount field. To turn off the automatic calculation, click the Pay button and enter the exact amount in the Amount field and in the Sales Tax field.

  1. Click Save.
  2. Go to the Existing tab and select Get Payments to create any payments from Bill & Pay.
  3. After you enter all the receipts for the deposit, create the deposit.
Note: Undeposited receipts are pending deposits and do not appear in the bank register.