July 24, 2024
all plans

 

You can enter and apply payments received by your client via Cash Receipts. Payments can be entered as an advance payment, not applied to an invoice, or you can apply a payment to one or more invoices from this window.

When saving a payment with an unapplied amount, you can optionally Save & Split the payment to multiple clients. Unapplied amounts not split will be saved as an advance payment.

Accessing Cash Receipts

You can access Cash Receipts from the menu.

1. Click Accounting.
2. Click Cash Receipts.

Using Cash Receipts

At the top of the window, buttons are available to Save the payment or click the drop-down arrow and Save & Split, which allows you to apply an unapplied amount to multiple clients, Clear the window, Make Deposit, and Apply Advance Payments, which allows you to apply multiple advance payments to one or more invoices at once. For additional information on making a deposit, see the Deposits article.

The cash receipts window is divided into sections, including a navigator to select payment options, a Payment Information pane, an Open Invoices pane if any unpaid invoices exist, and an Advance Payments pane if any advance payments are available.

Cash Receipts Navigator

Use the navigator to specify payment options. The following fields are available:

• Client Name, Invoice No #, or Client Group – Select a Search by option of “Search by Client,” “Search by Invoice No.,” or “Search by Group” and then enter your search criteria in the field below. When searching by Client Name, optionally set the Show Inactive check box to select an inactive client.
• Auto Apply – Set this check box if you want the payment to automatically apply towards one or more invoices. Payments will automatically apply towards the oldest invoices first.
• Payment Date – Specify the date the payment was made.

If advance payments to the selected client exist, a total of these payments will also be shown.

Payment Information

The following fields are available

• Type of Payment – Select a payment type. Default options include Check, Cash, Write-Off, or Credit Memo. If you are set up for Electronic Payments, you also have ACH and Credit Card as options.
  • If Check is selected, a Check References field is shown to record the check number or other information.
  • If Credit Card is selected, you have the option to Process Credit Card via MangoPayments.
  • If ACH is selected, you have the option to Process ACH via MangoPayments.
  • To issue a Write-Off or Credit Memo, there must be an invoice with a balance to apply the credit to. These types will not be shown on Cash Receipts reports as they are not actual payments received.

  You can optionally add more payment methods on the Lists tab of General Settings. For additional information, see the List Settings and Electronic Payments articles. If an invoice is selected, this field cannot be changed.

• Amount – Specify the amount of the payment. If an invoice is selected, this field cannot be changed.
• Unapplied Amount – This field displays how much of the amount is unapplied, based on the payment amount and the invoices selected. An unapplied amount will save as an Advance Payment and can be applied later.
• Payment Memo Description – Optionally specify a memo. You can type @ (ampersand) to choose a Shortcut to add to the memo. Information about Shortcuts can be found in the Shortcut Codes article.

Open Invoices

The Open invoices section shows a list of invoices with an amount due.

The Global Search field can be used to locate records containing specific text. Once specified, an indicator will be displayed showing how many records contain that text. To clear the search, click the red X icon to the right of the field.

You can click on the header of the Invoice # or Invoice Date columns to sort the records shown by the values in that column. Click the header again to reverse the sort.

Click the check box in the Apply column to apply the payment to the invoice. If Auto Apply is selected, invoices will be automatically selected once Payment Information is specified.

Finally, totals are included below the list. This includes Invoice Amount, Total Payments, Invoice Balance, and Payments Applied totals.

Advance Payments

If advance payments exist, the Advance Payments section is displayed with a list of payments that can be applied individually.

Click Clear to remove any selected advance payments.

Toggle Hide or Show to hide or expand the Advance Payments section.

You can click on the header of some columns to sort the records shown by the values in that column. Click the header again to reverse the sort.

Select the radio button in the Apply column to populate the Payment Information section with the advance payment information, and then select one or more Open Invoices to which you want the advance payment to apply.

Totals are included below the list. This includes Payment Amount and Unapplied Amount totals.

If you have more than one Advance Payment you want to apply, click Apply Advance Payments at the top of the window.

Applying a Payment

To apply a payment to a single client

1. Open Cash Receipts.
2. Select the Client Name, Invoice No., or Group.
3. Enter Payment Information or select an Advance Payment.
4. Select the Open Invoices to which you want the payment to apply.
5. Click ✓ Save.

To apply a payment to multiple clients

1. Open Cash Receipts.
2. Select the Client Name, Invoice No., or Group.
3. Enter Payment Information or select an Advance Payment.
4. Select the Open Invoices to which you want the payment to apply, leaving an Unapplied Amount.
5. Click the drop-down next to Save and select Save & Split.
6. Select the Client Name, Invoice No., or Group that the remaining amount will be applied to.
7. Select the Open Invoices to which you want the payment to apply.
8. Repeat steps 5-7 for each additional split
9. Click ✓ Save.

Email Notification Options

You can optionally send “Thank You” email receipts to your clients for payments they’ve made, as well as send an email to notify your firm a payment was made.

To set up email notifications for payments

1. Click the icon and select General Settings.
2. Click the Notifications
3. Optionally select the Send “Thank You” email for payments made in Mango Billing to the Client check box.
4. Optionally select the Send email to notify firm for payments made in Mango Billing, and then select the recipients.
5. Click ✓ Save.

Email notifications require a plus tier subscription. For additional information, see the Email Automation article.

See It in Action

Learn More

• Electronic Payments
• Deposits