Last month, we focused on sales orders and sales order lines. After we finished that, I realized I really needed to throw in a bonus blog post about Receipts and Receipt lines.
Receipts and receipt lines are critical records in Fonteva as they closely relate to payment and refund tracking. When a payment is made, a receipt record is created that is very similar to the related sales order record. Receipt lines are related to each sales order line from the original sales order as well.
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Receipt lines are where payment amounts are applied to specific items at the time of purchase on the sales order. Most of the time, receipt lines are an exact copy of the sales order lines, unless there’s an underpayment involved.
On the main record, the highlight panel showing a few key fields about the receipt is visible and includes, customer name, receipt date, receipt total, and the related sales order. Then you have related lists to display receipt lines, refunds, transaction summaries, and the actual transaction lines.
In the details section, you see basic information, including contact and account (customer information), date, business group, payment gateway, and deposit accounts.
In the payment and totals section, you see important information if the payment was charged through the online payment processor or if the payment was paid by a stored payment method (credit card) linked back to the customer.
The other key area on the main receipt profile is source. This is where you will see a link to the ePayment record (for online credit card payments) and the original sales order. Click on the ePayment record and view that data if you need specific details that would help you relate this transaction to a transaction in your credit card processor, precisely the transaction token information. You can also find helpful information on failed credit cards in the ePayment record.
You can see key fields like the Item, how much was applied from the total payment to that item, and related GL account information on the receipt line.
For membership payments, the receipt line links back to the paid subscription as well. This can be very helpful when trying to track down a wayward membership payment. The “Is Renewal” checkbox can be helpful when running reports for new versus renewal membership dollars paid.
Remember, like every other record in Fonteva, if you see a field value in blue, that means it’s a link, and you can click on that value to view the full record. This is very helpful if you are looking at a receipt record and need to understand why a field was populated in a particular manner. It’s usually going to be set a certain way in that related record.
When reviewing receipts, it’s important to understand that in Fonteva a refund is also a receipt record, There is no object called refunds.
A second receipt record is created and linked back to the original receipt record when you process a refund. To help keep them straight, be aware that there is a field on the receipt record called “Is Refund,” and you want to be sure that field is visible in your system when you look at a receipt record. If not it will be tricky to discern payments from refunds.
It is recommended that you create a list view called refunds that includes a filter in the “Is Refund” field. That field should also be added to any reports running that include receipts.
In our next post, we’ll talk more in-depth about reporting on transactions in Fonteva, specifically dealing with report types, and why they are so critical in pulling the right data in your reports. This will be key to effectively exporting transaction data to your finance system and reconciling data. Stay with us!
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