Bank Receipt

A bank receipt records money you receive straight into a bank or cash account and, in the same document, what that money was for. It is ZyncLedger's cash sale: one entry that does the work of an invoice and a receipt at once. The normal accrual flow takes two documents, an Invoice that books revenue and the debt the customer owes you, then a Customer Receipt that collects the cash and clears that debt. A bank receipt collapses both into a single document because the money arrives immediately, so nothing is left owing and no customer balance is created. The bookkeeper, the accountant, or the owner usually enters bank receipts.

You can use a bank receipt three ways, depending on which of the two tabs in the middle of the form you fill:

• Account lines only (the Accounts tab): cash credited to income or other ledger accounts with no products involved, such as capital the owner puts in, interest the bank credits, a loan you receive, a refund, or other miscellaneous income.
• Item lines only (the Items tab): a cash sale of products. It books the revenue and issues the stock exactly as an invoice would, but it is settled in cash on the spot, so there is no customer balance to collect later.
• Both: a mix of product sale lines and account lines on the same receipt.

Reach for a bank receipt when the money is not clearing existing invoices. If a customer is paying down invoices they already owe, use a Customer Receipt instead: it lists their open invoices and lets you allocate the payment across them. A bank receipt is for income, a fresh cash sale, or other money-in that has no invoice behind it. (It can still carry a name and post to Accounts Receivable when you need it to, but that is not its everyday job.)

Find bank receipts under Finance → Bank Receipts.

Before you start

• The bank or cash account the money lands in must exist in your Chart of Accounts, with an account type of Bank or Cash.
• The income or other account you credit must also exist in the Chart of Accounts. If you are receipting the sale of a product instead, that item must exist in Products.
• To post to an Accounts Receivable line you need a customer (see Customers); to post to Accounts Payable you need a supplier (see Suppliers).
• At least one payment method must be set up, since the receipt records how the money came in.
• You need the Create Bank Receipts permission, granted per user under Permissions. List Bank Receipts lets you open the screen, and Edit, Delete, View, and Print Bank Receipts cover the rest. See Users, seats & permissions.

Record a bank receipt

1. Open a new bank receipt

   Go to Finance → Bank Receipts and select New Bank Receipt. The bank receipt form opens.

2. Check the template

   The Template picker sits at the top of the form. ZyncLedger pre-selects your default bank receipt template, so you can usually leave it. The template decides which fields the form shows and how the printed receipt looks; switch it here if you keep more than one layout. See Print templates for how these are set up.

3. Choose the bank or cash account

   Select the Bank Account (required). This is the account the money lands in, and the list only offers accounts of type Bank or Cash. Whatever total you enter below is deposited here.

4. Set the receipt date

   Enter the Receipt Date (required). This is the date the receipt posts to the ledger, so it decides which period the amount falls in.

5. Set the transaction number

   The Txn Number identifies the receipt. How you fill it depends on the number mode for bank receipts:

   • Automatic (the default): the field shows Auto-generated and ZyncLedger assigns the next number when you save. Leave it alone.
   • Manual: you type the number yourself. It is required and must be unique across all transactions.

   See Document numbering to change the mode or set up a multi-series numbering scheme.

6. Choose the payment method

   Select the Payment Method (required). This records how the money came in, such as Cash, Bank Transfer, or Cheque. If you pick a cheque method, two more fields appear:

   • Cheque No (required) — the number on the cheque you received.
   • Cheque Date — the date written on the cheque.

   Recording those here does not deposit the cheque. See Received cheques clear in Manage Cheques below for how received cheques clear.

7. Add a name and dimensions (optional)

   Fill any of these if they help you find or report on the receipt later:

   Field	What it does
   Name	The person or party the money came from. Attaching a customer or supplier here pulls in their address.
   Reference No	Your own reference, such as a deposit slip or voucher number.
   Location	Tags the receipt to a location for reporting.
   Branch	Tags the receipt to a branch for reporting.

8. Enter what the money is for

   The middle of the form has two tabs. Use whichever fits, or both. Each needs at least one filled row between them before you can save.

   Accounts — for income and other ledger amounts:

   • Account (required) — the account this money is credited to, for example an income, interest, or capital account. The bank and cash accounts are excluded here, since that side is already the deposit account above.
   • Name — the customer or supplier the line belongs to. This is required when the account is Accounts Receivable (pick a customer) or Accounts Payable (pick a supplier), and ignored for other accounts.
   • Description — a note for this line.
   • Tax % and Tax Amount — a tax to add to the line, if any.
   • Amount (required) — the amount received against this account.

   Items — for receipting the sale of a product. Pick the Product, then set the Quantity, Price, and any discount or tax. ZyncLedger totals the line for you. A negative quantity records a sales return.

   A blank row waits at the bottom of each tab, so a new line appears as you start filling the last one. To remove a line, select the trash icon at the end of its row.

9. Add a receipt note (optional)

   Use the Receipt Note at the foot of the form to explain what the receipt is for. If you keep standard wording, you can pull it in from a saved note.

10. Save

    Select Save & Close to save and return to the list, Save & New to save and start another, or Save & Print to save and print the receipt. The receipt posts the moment you save.

What it posts

A bank receipt records money coming in, so it debits (increases) the bank or cash account you chose in the header by the receipt total. Against that, it credits each line you entered:

• Each Accounts line credits the account you picked (your income, interest, capital, or other account) for its amount.
• Each Items line credits that product's sales account for the line value.
• Any tax on a line is credited to your tax payable account.

The debit to the bank account always equals the sum of the credited lines and their tax, so the entry balances. It flows through to the Trial Balance, the General Ledger, and, depending on the accounts you used, the Profit & Loss or the Balance Sheet.

An Items line does everything an invoice line does, because it is a cash sale. For a stock-tracked product it also issues the stock: on-hand quantity drops, and ZyncLedger posts the cost of goods sold (debit Cost of Goods Sold, credit Inventory) at the product's current average cost. So an item receipt records the revenue, the tax, the cash, and the cost of the goods together. The only difference from raising an invoice is the money side: a bank receipt debits your bank or cash account there and then, where an invoice debits Accounts Receivable and waits for a Customer Receipt to bring the cash in.

Two account types do more than post to the ledger:

• An Accounts Receivable line with a customer attached also reduces that customer's balance (their AR).
• An Accounts Payable line with a supplier attached also moves that supplier's balance (their AP).

If a line's amount is negative (for example a sales return on the Items tab), that line's effect reverses. The receipt is saved with a status of Posted.

Tips & gotchas

Related

• Chart of Accounts defines the bank, cash, and income accounts a receipt posts to.
• Payment methods are the tender options on the receipt.
• Bank Payment records money going the other way, out of a bank or cash account.
• Customer Receipt records a customer paying against their open invoices.
• Fund Transfer moves money between two of your own bank or cash accounts.
• Bank Reconciliation marks a receipt's lines as reconciled, which then protects them from deletion.
• Document numbering controls the receipt's transaction number.