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Overview

Record Payments Only to the Department That Issued the Invoice

Record Payments as Internal Transfers Between Departments

Use Client Prepayments in Cross-Department Payments

Overview

If your Provet Cloud includes multiple departments (locations), users can add payments to invoices created in other departments than the department they are logged in. These payments are called cross-department payments.

Regardless of whether a payment is added to an invoice created in the same department or not, Provet Cloud users always add payments to invoices in the same way. However, how cross-department payments are shown in your financial reports depends on your Provet Cloud settings. A payment may be shown only for the department that the invoice was created in even though another department received the payment, or the payment may show in both departments' reports as automatically created internal transfers.

Depending on your Provet Cloud settings, it may also be possible to use a client's prepayments added in one department for payments in another department.

Record Payments Only to the Department That Issued the Invoice

When automated internal transfers are not used for cross-department payments, a payment is recorded only for the department that the invoice was created in even though another department receives the payment. For example, if a user logged into department 1 receives and adds a payment to an invoice that was created in department 2, the payment is recorded for department 2. In this case, the End of Day report for department 1 does not show a received payment, but the End of Day report for department 2 does.

To use this option, go to Settings > General > Organization > Payment methods and make sure that the Enable automated cross-department transfer setting is not selected (not 'True') for your organisation's payment methods. You must set the option separately for all payment methods you want it to be used for. To change a payment method's settings, select the pen button at the end of the row to open the payment method for editing.

Record Payments as Internal Transfers Between Departments

When internal transfers are used for cross-department payments, a payment is recorded as an internal prepayment transfer between the departments. For example, if a user logged into department 1 receives and adds a payment to an invoice that was created in department 2, the payment is recorded for both departments, showing as a transferred prepayment in 1 and used prepayment in 2.

Provet Cloud creates the prepayments used for the internal transfer automatically. When a user logged into department 1 adds a payment to an invoice that was created in department 2, Provet Cloud creates a prepayment for department 1 and transfers the balance to department 2. Provet Cloud then uses the transferred prepayment to pay the invoice in department 2. The payment description on the invoice shows "Internal transfer from department 1", and the Billing tab of the client page shows the prepayments used in the internal transfer:

• The added prepayment department 1
• The transferred prepayment in department 1, with the description: "Internal transfer to department 2"
• The prepayment in department 2 used to pay the invoice, with the description: "Internal transfer from department 1".

The End of Day report for department 1 shows the received money (for example, cash) which was then transferred as a prepayment to department 2. The End of Day report for department 2 shows the received prepayment which was used to pay the invoice. Note: In the UK market, the End of Day reports do not show internal transfers.

If a user cancels a cross-department payment, Provet Cloud uses an automated internal transfer in the same way to reverse the internal transfer used for the cross-department payment.

To use this option, go to Settings > General > Organization > Payment methods and make sure the Enable automated cross-department transfer setting is selected ('True') for your organisation's payment methods. You must set the option separately for all payment methods you want it to be used for. To change a payment method's settings, open the payment method for editing by selecting the pen button at the end of the row.

Use Client Prepayments in Cross-Department Payments

Prepayments that have been saved for a client in one department can be used to pay invoices in another department. To enable this option, go to Settings > General > Organization > Settings and select the Enable cross-department prepayments checkbox. 

Provet Cloud uses an automatic internal transfer when a prepayment saved in another department is used to pay an invoice. For example, when a user logged into department 1 uses a prepayment saved in department 2 to pay an invoice, Provet Cloud transfers the prepayment from department 2 to department 1 and then uses the prepayment to pay the invoice in department 1. The payment description on the invoice shows "Internal transfer from department 2", and the Billing tab of the client page shows two prepayments:

• The transferred prepayment in department 2, with the description: "Internal transfer to department 1".
• The prepayment in department 1 used to pay the invoice, with the description: "Internal transfer from department 2".

The End of Day report for department 2 shows the prepayment that was transferred to department 1, and the End of Day report for department 1 shows the received prepayment which was used to pay the invoice.

If a user cancels a cross-department payment, Provet Cloud uses an automated internal transfer in the same way to reverse the cross-department payment.

See Also

Creating End of Day Reports