Receipts & Claims: Receipts Allocate Import

Receipt processing, claim management, and batch operations

Receipts Allocate Import

Import a Batch

If you are managing a large volume of transactions you may want to import a batch.

The standard import file is designed with Novated Lease transactions in mind.

If you know the Banking Date, Contract IDs, and Amounts of your deposits, you can utilise this feature.

Use the file Deposit Import template to create a deposit csv file.

Visit the Import a receipt batch process page for our recommended import process.

Creating an Import File

The fields in the deposit file are listed below. Only three fields are required for a successful import, the other fields may be populated for your information, but are not shown anywhere in the receipt.

Field	Type	Required
contract_id	Num	No
reg_no	Text	No
driver_name	Text	No
amount_gst	Num	No
invoice_no	Num	No
invoice_date	Date	No
bank_ref	Text	No
amount_gross	Num	Yes
account_no	Num	Yes
amount_net	Num	No

Importing Files

Visit the Import page for more details about the import steps.

Import Business Rules

One import file results in one Receipt Batch
A new item is created for each "Client" / "Bank Ref" combination. This means you may have more than one Item for a Client if different Bank Ref's are used
The Batch is created with today's date populating in as the "Banking Date". Hint: Edit the "Banking Date" to reflect the actual banking date
An apostrophe can be included in the file name without affecting the import process

Mixed

If the import contains a mixture of records (some populated with invoiceno and others with contractid) then the invoice_no records will be allocated first.

Contract_id and Reg_no

The amount recorded for each contract in the import file will be allocated to the oldest outstanding invoice for that contract, and then to each subsequent outstanding invoice until the receipt value is used up
If the contract has no outstanding invoices, an 'On Account' transaction is created for the contract
If an 'On Account' amount exists for a contract, the allocation process will apply the 'On Account' amount to the oldest outstanding invoice first (and so on) and then will allocate any new receipt amount that came from the import file
If the combination of the existing 'On Account' balance and the new import receipt row results in all billing transactions being paid with an excess remaining, then a new 'On Account' entry is created to store the remaining amount

Invoice_no

Where the contract_id and reg_no fields are blank on the import file, but an invoice no has been provided a batch will be created
When the amount being imported does not equal the value of an invoice an 'on account' entry will be created

Negative Amounts

The amount recorded in the import file can be negative and behaves in the same way as positive amounts; it will be allocated to the oldest outstanding invoice (increasing the "Balance" of that row) or creating an "On Account" transaction if no outstanding transactions exist
If there is a negative 'On Account' amount before the import, this will be applied to the oldest billing transaction and will result in an increased "Balance" for that billing row, which will then be reduced by any receipt amounts being applied for that contract

File Validation and Troubleshooting

Tip: Visit the main Troubleshooting page for a list of all the available problem-solving tips.

The import file needs to be in CSV format and the data area of the file must be only 10 columns and no blank rows can exist
During the import, file records are checked to ensure the contract_id or reg_no or invoice_no exists
If both contract_id and reg_no are populated, these will be checked to make sure that the reg_no is the current reg_no on the listed contract
If no validation errors occur, the file is imported and a new batch is created and you are then navigated to the first item
If all of your Receipts / Allocate Summary rows have been processed as 'On account entry', check that the client has been invoiced
You can then review, check, and post the batch
If validation errors occur, a validation file is created that you can save or open - this contains a summary of the validation errors that need to be fixed

Validation Error Messages

Invalid bank account - the gl code for the bank account must correspond to the catch-e table glcodes. The entry for the bank account must have an accounttype = 'bank'
Registration number does not match contract! - the reg_no listed on the file must match the "Reg Number" listed on the Contract
Invoice No duplicated - Line No: 'x' & 'x', Duplicate invoice number identified
Invoice No not recognised - Line No: 'x', A valid invoice number is required
A valid registration number or contract id is required
Contract can not be identified based on registration number

Additional Notes

If a "Bank Ref" list is being used, these records are not validated during the import process
If the validation file fails to appear when the import has failed, it may be caused by an extra line at the bottom of the csv import file. Set Scheduler Job Parameter 'Omit Final Line Break' check box to 'yes', re-run the report and try again

Receipts Search

The Receipts / Search tab enables you to:

Filter and view summary information about each Receipt-Item
Hyperlink into a specific Item
View a specific Batch
Dynamically sort the Displayed Field Headers (e.g. to identify items with a Variance)

Search Filter Defaults

On entry to the Receipts / Search tab, the filter "Status" is set to 'Pending'. If Search is clicked at this point, all 'Pending' records will be displayed.

When you navigate back to the Receipts / Search tab from a receipt, the screen will show all the records from the "Receipt Batch" you've just been reviewing in the Receipts / Allocate tab.

Alternatively, your system can be configured to retain the filters you entered before navigating to the Receipts / Allocate tab.

In either case, if you navigate elsewhere (i.e. outside of the Receipts module or you re-enter the Receipts / Search tab via the top menu), the filters will be lost and the defaults apply again.

Filters and Buttons

From (Date) - Use this filter to find all Receipt Items that has banking date ranging from the specified date
To (Date) - Use this filter to find all Receipt Items that has banking date ranging up to the specified date
Receipt ID (Num) - The unique number allocated to each Receipt Batch. This is shown as the "Receipt" component of the displayed field "Receipt-Item"
Reference (Text) - Reference is a free text field entered at the Receipt Item level. It is not a displayed field
Group Code (Text) - Use this filter to find all Receipt Items of the clients associated to a specific group. Note: Client group can be different in the client from when receipt was created
Client Code (Text) - Use this filter to find all Receipt Items that belong to a particular client
Invoice (Num) - Use this filter to find all the Receipt Items that have allocations for the filtered invoice
Driver ID (Look-up) - Use this filter to find all the Receipt Items that have allocations for the filtered driver
Contract ID (Look-up) - Use this filter to find all the Receipt Items that have allocations for the filtered contract
Reg No (Look-up) - Use this filter to find all the Receipt Items that have allocations for the filtered vehicle registration. Note: as vehicle registrations can change, this filter may return only some of the transactions made for a particular contract. Search on Contract ID for a complete listing for a contract
Bank Account (List) - Use this filter to find all the Receipt Items performed within a particular bank account
Receipt Type (List) - Use this filter to find all the Receipt Items of a particular type (Cash, Direct Debit, etc.)
Status (List) - View only Receipt Items of a particular status. "Pending" Items are in progress and can still be edited. "Posted" Items are finished, balanced, and are ready to export. "Cancelled" is a cancelled batch, it is not exported or reported on
Search (Button) - Click to execute your chosen filtering. If the button is disabled, then the current filtering has been executed
New Batch (Button) - Click to start a new receipts batch. You will be navigated into Receipts / Allocate tab to begin

Column Descriptions

Date (Date) - Banking Date of the Receipt Batch
Batch-Item (Num) - Receipt Batch and Item number are displayed
Account (Text) - Bank Account name
Group Code (Text) - The Group Code is displayed for all Receipt Items where the Item is allocated by a Group, or by Client within a Group. Note: Search filter and displayed field can show different results if client group has changed. It displays group from when the receipt was created
Client (Text) - The name of the Client is displayed. If the Client field is blank, this means the Receipt Item has been processed at a Group level (i.e. the allocation is over a range of Clients within the Group)
Target (Num) - The nominated value of the Receipt Item
Reg No (Text) - The vehicle registration is displayed if the Receipt Item has been processed at a vehicle level (i.e. the allocation is for one vehicle)
Driver (Text) - The driver name is displayed if the Receipt Item has been processed at a contract level (i.e. the allocation is for one contract with one driver)
Allocated (Num) - The value of the Receipt Item that has been allocated against invoice lines, or put "On Account"
Variance (Num) - The difference between the Receipt Item "Target" and "Allocated Total" values. This must be zero for all items in a Batch before it can be posted
Status (Text) - "Pending" Items are in progress and can still be edited. "Posted" Items are finished, balanced, and are ready to export. "Accounted" has been exported and cannot be un-posted. "Cancelled" is a cancelled batch, it is not exported or reported on

Action Buttons

Search - Click on "Search" to execute your chosen filtering. If 'Search' is greyed out, then the current filtering has been executed
New Batch - Press "New Batch" to create a new batch. You will be navigated onto the Allocate / Batch screen
Print - Print a CSV or XLS output of the filtered search results

Output Options

Report Name	Description
Receipt Item	Itemised receipt report
Receipt Detail	Detailed receipt report

Receipts Setup

BECS

The details on this page are for setting up the banking and aba file records for Receipts (ABA).

Visit the Payments (ABA), Reimbursements (ABA), and Disbursements (ABA) pages for their requirements, as they are different.

Receipts / Search Filter Behaviour

You can modify the behaviour of the retained filters here by changing the setting of the global control.

The default setting is 'no' which retains the "Receipt ID" when you return here from the Receipts / Allocate tab.

This can be set to 'yes' if you want to retain the prior screen filters you entered before navigating to the Receipts / Allocate tab.

In either case, if you navigate elsewhere (i.e. outside of the Receipts module or you re-enter the Receipts / Search tab via the top menu), the filters will be lost and the defaults apply again.

Receipts / Allocate - Batch "Bank Account"

If you need to set up a new bank account to use in the Receipts area, follow the Create a new receipts bank account process.

Receipts / Allocate - Item "Bank Ref"

If the table is empty or does not contain an active record, an input box will be available to enter the text.

If the table contains at least one active record, the field "Bank Ref" is shown as a list. Active records are available for selection.

Process pages:

Export data from a table to review the values in this table
Import data to a table to add new records to this table

Receipts / Allocate Print ABA - File Fields

If you want to generate direct debit ABA files, review and update the fields listed below.

These are used in the ABA file and must match your banking details.

Currently only one bank account can be used to create direct debit aba files.

See also a general description of how the ABA file is compiled in the ABA file page.

Setup / Reference Data > gb_controls "bankaccounts" Receivables Financial Institution - Must be an approved financial institution abbreviation. (Refer to APCA publication BSB Numbers in Australia.) Text (3)
Setup / Reference Data > gb_controls "bankaccounts" Receivables Company Name - Payer's Name. Must not be all blanks. Should be User preferred name. Text (26)
Setup / Reference Data > gb_controls "bankaccounts" Receivables Bsb - The BSB that is displayed on a Detail-Credit row (if created). NNN-NNN
Setup / Reference Data > gb_controls "bankaccounts" Receivables Account Number - The Account Number that is displayed on a Detail-Credit row (if created). Numeric (9)
Setup / Reference Data > gb_controls "abaidentificationnumberdebit" - User Identification Number which is assigned by APCA and User Financial Institutions for transacting credit ABA files. Numeric (6)
Setup / Reference Data > gb_controls "abafiledescriptiondebit" - Transaction Description. Should accurately describe transactions. This is displayed in the first row of the ABA file. Example: Payments. Text (12)
Setup / Reference Data > gb_controls "abauserdebitsonly_flag" - If this flag is set to 'no', only Detail-Credit rows will be created. If 'yes' then a Detail-Debit row is created also. The description of this row reads as 'Payments', 'Receipts', or 'Reimbursements' to reflect the transaction being generated, in this case it would show 'Payments'

Unpost Exported Receipts

System Administrators are able to unpost exported batches as a default setting.

Other users will be alerted and stopped if they click on the Un-Post button.

You can give other roles in your business permission to unpost exported receipts if desired.

Go to Roles / Details
Unpost Exported Receipts - check on for each role that you want to give this authority to

Receipts Implementation

If you want to start receipting and you are already using the system, contact your Account Manager, who will guide you through an implementation process.

If you have existing debtor records for your clients or drivers, the opening balance of these records will need to be transferred into Catch-e.

Our recommended approach is as follows:

Set up scheduled reports to generate Monthly Debtor balances and Monthly Receipting totals. This will support Debtor and Banking reconciliation with your General Ledger accounts
Provide Catch-e with your closing Debtor balances for an agreed End of Month. We will create a complete set of Receipt transactions by using the Import function to load all prior receipts for active vehicles into Catch-e

The simplest way to do this is to get a list of invoices by client or driver and subtract your debtor balance from this value. Use the resulting value as the amount for your initial receipt import. Example: Total Driver invoiced $10,000 less $1,000 current balance = $9,000 receipt value. This is the approach Catch-e recommends: it is the easiest and fastest. However, you do not retain receipt transaction details from prior systems. You do however, begin with a correct opening balance on each driver or client.

If you would like to automate your direct debit process read the Scheduling your Direct Debits section. Your Account Manager can help you set this up.

Transactions Report

This report provides an itemised breakdown of a novated lease contract's life-to-date transactions.

If this report is enabled, it will appear in the "Report Type" list on the Contracts / FBT tab.

When selected, the "Month" list box will be disabled, as this report returns all transactions that have occurred in or before the end of the current month.

The report output is available only to internal users.

The report will not generate if the contract does not have a linked driver.

The Transactions Report normally uses the same report map as the Funds Check.

Below are examples of how the Transactions Report can help you:

The contract is being terminated and the driver wants to understand the transactions in detail
Re-sort the report to show drivers why their claim(s) payment was delayed. Example: the Driver Report may show funds, but the Posting Date may have occurred later

Transaction Status

Receipt transactions are included only if they are posted
Payment and Maintenance transactions are included if they are in pending, on-hold, or posted status
Budget transactions are only included if they are configured to show as Actuals, e.g. Fees
Note: If the maintenance record has a status of 'History Only' and a recharge Flag of 'Y', the record is excluded from the report and calculations. This is consistent with existing Driver Report behaviour

Detailed Report Sample

Column Header

Date

Posted Date

Type

Supplier

Debit

Credit

Useful Queries

select pm.posting_map_group, pm.posting_map_code, pm.name, pmr.type from gl_posting_map_reporting as pmr inner join gl_posting_maps as pm on pm.posting_map_id = pmr.posting_map_id where pmr.type = 'transactions' ORDER BY pm.posting_map_group, pm.posting_map_code;