The WebSBA® Application PackageIs a complete Business Management Application
that includes all Accounting functions used by retailing and Manufacturing
entities. It is based on the basic concept
of Purchasing Inventory products (that are identified by product names and
or numbers) from Vendors for sale to customers. It thus, among all
accounting functions, provides for the maintenance of inventory items and the insurance
of Sales Orders and Invoices.Since the
Application is a general accounting application it incorporate the terms
Customers and products as used in the retail and manufacturing industry.
The application has been used by
Property Management entities that associate the terms Tenants to Customers and Rents
to Products. In their view, Tenements are the customers (specifically
identified by their name and addresses) and rents are the Products (specific
identified as units of service offered by the rental unit). The
invoices in a rental environment containing rents are paid by the Tenants
(customers) by cash, check or by ZELLE payment.
To procedure of recoding a tenant Invoice
payment is done in two steps, as it is done to account for any Invoice payment.
The procedure is narrated bellow in two steps.
1. The First Step
Identify the payment and
relate it to the specific invoice. To perform this task the operator clicks on the
Customers section of the Main Menu and selects theReceive Payment link
that invokes the following screen.
Invoice Search & Selection
Use this form to search for
Invoices.
Field
Operator
Search Term
Data Type
If the operator know the invoke
number
At the presence if the above screen, if the operator knows the
Invoice number he/she enters it in the input field under under Search Term and clicks on New Search
The program will return the same Invoice Search & Selection screen bellow
with the invoice related date displayed as entered and and 0 under the Amount Paid
At this point the operator clicks on box under Select
a new double entry transaction screen wil return to allow for completing the tranaction
(If the operator does not have the exact number of the invoice he/she can click on the arrow next to InvoiceID to search for it by customer name).
the operator is ready to receive the payment
Invoice Search & Selection
Use this form to search for
Invoices.
Field
Operator
Search Term
Data Type
Invoice ID
Customer ID
Date
Total
Amount Paid
Last Payment
Select
13901-1
FRA-VIN
11/1/2023
535.00
0.00
';" />%>
Invoice ID
Customer ID
Date
Status
Amount Due
13901-1
FRA-VIN
11/1/2023
Receivable
$535.00
Payment ID
Date
Method
Check No.
Amount
Use
customer credit as payment
Debit Account ID (Cash or
Bank Account)
Credit Account ID (Accounts
Receivable)
After "checking "the square box under Select on the previous screen, the above final screen returns.
At this point we select the Method by which the Invoice was paid
A) (Cash Check or ZELLE) and
B) enter the data identifying the payment as (CASH or the Ckeck Numer or the ZELLE reference), under Check No. We will be ready to proceed with the next step of updating the General Ledger Accounts.
A) On the left click on the three dots<...> to select a General Ledger Account to Debit and then
B) on the righ click on the three dots<...> to select an account to Credit (for the entry to balance).
Since we want the this specifc Invoice to show as "paid" in the General Ledger, we select the Accounts Receivable.
After this last stpep, the selected (appropriate )account (cash on hand, Checks on Hand or Zelle) will be Incresed (Debited) and
the Accounts Receivable account will be decreased (Cretided).
At this point the payment of the the specifc invoice received. That is
the General Ledger accounts have been appropriately updated and the
Invoice is marked Paid but these entries will not appear in the
appropriate Bank check book that was selected in the beginning of this process.
That is the Check It only appears
in one of the accounts selected and the A/R is updated.
In order to complete the
received payment transaction and have the Invoice payment show up on the
appropriate check book register, the operator must proceed with deposit to
bank procedure.
2. Secod Step In order to make the
deposit to the appropriate Checkbook the operator selects the appropriate bank
from the Main Menu link Company to Check book Link.The screen bellow will appear.
We click the circle coresponding to the bank we want to make the deposit. the Make Deposit Deposit link shown bank listed.
Bank Account Options
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coa_account_id
11250
In the screen bellow we entrer the information of the tranfer (Deposit ID description and Memo) and click Next
In the returned screen we click on the Add Payment
link and from the list of invoices we select the number of the one we eneterd earlier