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Receipts & Credit Notes

Receipts and Credit Notes depict the money credited to the account of your Customers/Sub-Resellers. There is not much difference between a Receipt and a Credit Note, except in a definition sense. From an accounting perspective, a Receipt signifies actual Receipt of money, while a Credit Note would be used to credit your Customer/Sub-Reseller with funds without actual Receipt of money. Lets take an example to understand this better:

  • If your Customer sends you a cheque of USD 200, and you credit it to his account, you would do this as a Receipt.

  • If you decide to offer your Customer a discount on his previous Registrations, you may choose to pass a Credit Note for that discount, by adding funds to the Customers account using a Credit Note. There is no actual receipt of money, but you still wish to Add Funds to that Customers Account.

Both Receipts and Credit Notes are used to Add Funds to your Customer's/Reseller's account in that sense. Any Receipt added immediately adds to the available balance of your Customer or Sub-Reseller.

Lets look at the fields that make up Receipts and Credit Notes:

  • Transaction ID: This is a numerical integer value which uniquely identifies every transaction. The system automatically generates serial numbers for you, separately for your Customers and your Sub-Resellers, starting from 1, incrementing upwards for each additional Receipt and Credit Note created.

  • Transaction Date: This is the date on which the Receipt/Credit Note was created.

  • Description: This is the description of the Receipt/Credit Note.

  • Receipt/Credit Note Amount: This is the amount of the Receipt/Credit Note. On adding the Receipt/Credit Note, this amount gets added to the total available balance of that Customer/Sub-Reseller. In case your Selling Currency is different from your Accounting Currency, you will see the Receipt/Credit Note Amount in both the currencies.

  • Pending Amount: This is the amount of unutilised funds of a particular Receipt/Credit Note. To begin with this will be same as the Receipt/Credit Note Amount. For example, if the Receipt amount is USD 200, the pending amount will also be USD 200. If the Customer now chooses to pay an Invoice of USD 100 using this Receipt, the Pending Amount in the Receipt now will be USD 100. Incase your Selling Currency is different from your Accounting Currency, you will see the Pending amount in both the currencies.

  • Other Details: A Receipt contains several other details such as Contact Information, Tax information, etc..

It is important to note that none of the above fields can be modified once a Receipt/Credit Note is created. The amounts, address information, everything remains as it is. Another important aspect to note is that a Receipt/Credit Note contains even your OWN contact details. If you click the Print button in the Receipt/Credit Note Details view, it will show your contact details too. These contact details are separately stored with each Receipt/Credit Note. These too cannot be modified. Even if you change your company name after 1 month, it will not affect the Receipts/Credit Notes already raised under the previous company name. This change will only affect newer transactions.

Lets understand the different types of actions that can be performed on a Receipt/Credit Note. These actions are accessible from the toolbar in the Receipt/Credit Note Details view:

  • Print: You can use this button to obtain a Printable Copy of the Receipt/Credit Note for your reference.

  • Download: You can use this button to download a copy of the Receipt/Credit Note as a PDF file.

  • Chargeback/Refund: In the event that you receive a Chargeback (payment dispute) or wish to Refund a Receipt/Credit Note, you may do so from within the particular Receipt/Credit Note's Details view itself, by selecting the appropriate option in the drop-down and clicking the Go button.

    An additional concept which is important to note with respect to Receipts and Credit Notes is the maintenance of the Total Receipts figure. A Total Receipts figure is maintained for every Customer/Sub-Reseller of yours, and appropriately modified for every Receipt or Credit Note added for that Customer/Sub-Reseller. This Total Receipts figure is then used to offer discounts to Sub-Resellers and Customers doing higher volumes of business.