The control buttons on the left hand side provide the following functionality:

• New – issue a new receipt
   
• View – view a receipt on the screen in a PDF format
   
• Print – send the receipt directly to the printer
   
• Email – email the receipt to the customer
   
• Refund – issue a refund for an overpayment (or for any agreed reason)
   
• Delete Receipt – context sensitive for receipts entered into the system but not banked (could be payments received but not yet deposited or an incorrect sales credit/bad debt)
   
• Cancel Receipt – context sensitive for Banked Receipts only and used in the event that a check was dishonored or the customer payment was rejected for any other reason

• Date – date that payment is received; defaults to current date
   
• Receipt Type – selected from a drop list of preconfigured permitted receipt types.
   
• Receipt entry form – this is a context sensitive form and will differ depending on the Receipt Type selected. In the current example:-
• Credit Card Number – this will be pre completed with the customers card details held on record, if any. Alternatively, the user may type in the credit card number issued by the customer
• Card Expiry – the credit card expiry date
• Card Auth – the 3-digit number on the reverse side of Visa and MasterCard and the 4-digit code on the front of AMEX
• Card Name – the name appearing on the credit card
   
• Amount – the amount to be paid
   
• Unapplied – excess payment will result in an unapplied amount being reflected here. Alternatively, if the payment has not been allocated to a charge, this will also be non zero. Any unapplied amounts against the customer's account are automatically applied first to invoices raised during the next billing run
   
• Invoice Allocation – this lists invoices with outstanding balances which need to be paid. The system will automatically allocate the payment received to the oldest invoice first
   
• Manual Allocate – will override the allocation of payments made by the auto allocate system and the user can thus decide how to allocate the payment received, e.g. a check payment may come in for a later invoice with a previous one still outstanding

On Entering the receipt the following occurs:

• If the payment is made using a credit card and the payment gateway functionality has been activated, the system will immediately submit the payment to the merchant account.
   
• Assuming the payment is authorized, a new receipt is raised and allocated the next receipt number in the system
• If the payment is rejected, a rejection code will be displayed
   
• All payment gateway transactions are recorded in the payment gateway log
   
• The customer may also chose to make online payments via the Members Area (MI3)
   
• If CentreBill has been configured under the Receipts section of Company Setup to automatically send receipts when entered, the customer will be sent the receipt
   
• By default, CentreBill does not print receipts; it only send receipts via email to all contacts who have been configured to receive Billing emails
   
• The customer may also view all receipts and print them off thorough the online Members area (MI3)

Deleting a Receipt

If the receipt has been entered, but not yet banked or posted to the accounting system, it may be deleted. The deletion will remove the transaction from the GL interface file and this will not be recorded in the accounting system.

However, if the receipt had already been processed in the GL interface and exported to the accounting system, then deleting the receipt will result in a new entry in the new GL interface file.

Banked receipts cannot be deleted; they may only be cancelled.

Cancelling a Receipt

If a payment was made and was subsequently rejected by the bank or the merchant, then this may be canceled in CentreBill.

The reason for the cancellation together with the date and reference ID are entered into CentreBill. The GL interface is updated with the necessary transactions.

Refunds

Should it be necessary to issue a refund to a customer, then this is initiated through the Refund button on the left hand panel of the Receipts List screen.

The refund is a special class of receipt in that it:

• If the refund is to be made to the customer's credit card, only the original credit card may be refunded
   
• For credit card refunds, the refund cannot span over two payments; the refund amount is limited to all or part of a single payment amount
   
• Multiple refunds are required if several credit card payment transactions are to be refunded; one for each transaction
   
• Only those receipts originally paid by credit card will be listed in the Receipt Selection window
   
• For refunds to be paid to the customer via check, multiple payments may be refunded in one transactionOnly those receipts originally paid by check or cash will be listed in the Receipts Selection window
   
• The refund will post the amount to be refunded, with the customer's name, to the Refund Clearing account in GL interface file and will be exported to the accounting system
   
• The check will be paid out of the accounting system, not CentreBill.

The screen below shows the form to be completed for refunds and includes:

• Refund method – credit card or check
   
• Reference – reference code to appear on the refund
   
• Reason – for information purposes
   
• Amount – total amount to be refunded
   
• Receipts Selection – a list of receipts available for refunding based on the original payment method