Recording and Managing Receipts

 Introduction

This article explains how to record a receipt in BindHQ and view receipt details after a receipt has been created.

Receipts can be recorded against customers, policies, or insureds and can be filtered using various search criteria.

Accessing the Record a Receipt Page

To navigate to the Record a Receipt page:

1. Select Accounting from the left navigation menu.

2. Navigate to Accounts Receivable.

3. Click Record a Receipt.

Recording a Receipt

Start a New Receipt

1. On the Record a Receipt page, click Start New Receipt.

2. Select the appropriate Customer.

The following customer types are available:

• Insureds

• Retail Agencies

• Marketing Companies

• Suppliers

Apply Filters (Optional)

Use the available filters to locate the appropriate records:

• Policy Number

• Insured

• Date Range

  • From

  • To

Enter Receipt Information

Complete the receipt details, including:

• Receipt Amount

• Payment Method

• Receipt Date

• Reference Number

• Memo (if applicable)

• Bank Account

• Source Account

Apply the Receipt

Select the invoice(s) or transaction(s) to which the payment should be applied.

Once all information has been entered and verified, save the receipt to post it to the customer's account.

Recording a Receipt from a Retail Agency or Marketing Company

You can record a receipt directly from a Retail Agency or Marketing Company record.

1. Open the desired Retail Agency or Marketing Company record.

2. Navigate to the Accounting tab.

3. Locate the transaction(s) or policy(ies) to which the receipt should be applied.

4. Select the appropriate records by checking the boxes in the Action/Status column.

5. Click Record Receipt in the lower-right corner of the page.

Alternatively, click With These Transactions and select Record Receipt.

The Record Receipt screen will open with the selected transactions pre-populated, allowing you to enter the payment details and apply the receipt.

Viewing Existing Receipts via Retail Agency or Marketing Company

To review receipts associated with the selected Retail Agency or Marketing Company:

1. Navigate to the Accounting tab.

2. Open the More menu.

3. Select View Receipts.

This will display all receipts associated with the selected entity.

Browse & View Receipts

Accessing the Browse & View Receipts Page

To view existing receipts:

1. Select Accounting from the left navigation menu.

2. Navigate to Accounts Receivable.

3. Click Browse & View Receipts.

This page allows you to review receipts that have been generated within BindHQ.

You can filter receipts by:

• Division

• Customer

• Date Range

• Open Receipts

• Overdue Receipts

To view the details of a specific receipt, click the receipt reference number.

Receipt Detail Page

The Receipt Detail page provides detailed information about an individual receipt.

Receipt Information

The following information is displayed:

• Customer Type

• Customer Name

• Posted Date

• Source Account

• Bank Account

• Payment Method

• Status

• Deposited Status

• Created By

• Memo

• Reference Number

Financial Summary

The right side of the page displays a summary of the receipt, including:

• Total Amount

• Amount Applied

• Amount Unapplied

Available Actions

The following actions are available from the Receipt Detail page:

Receipt Actions Under More Actions Menu

• Make Payment

• Edit Receipt

• Create New Receipt

• Download CSV

Void Options

• Void Receipt

Applies Tab

The Applies tab displays all policies and transactions associated with the receipt.

Quick Links

• The Policy column links directly to the related Policy record.

• The Insured column links directly to the corresponding Insured Detail page.

Payments Tab

The Payments tab displays all payments associated with the receipt.

GL Impact Tab

The GL Impact tab displays the accounting impact of the receipt on the General Ledger.

Because BindHQ uses double-entry accounting, this section shows the debit and credit entries generated by the receipt transaction.

Audit Tab

The Audit tab displays the audit history associated with the receipt, including changes made to the record and related system activity.