Managing Payments by Vacation Voucher and ANCV

Gift checks and vacation vouchers are payment methods managed in Springly. They appear in the list of available payment methods under the label "Other Checks (ANCV, gift checks, etc.)".

This article explains how to record payments made with these specific check types:

• Record revenue
• Record deposit slips
• Record expenditures
• Manage fees and surpluses related to this payment method

A new article on this topic has just been published. It explains how to include online payment when recording discount coupons: Read the article.

Record Revenue

When you receive a gift check payment for one of your services, here's how to record the entry.

Enter the details of the sale, then select Other Checks (ANCV, gift checks, etc.) as the payment method.

Revenue can be recorded from:

• the Accounting > Book entry > Record new revenue section;
• a Form (membership, donation, ticketing, or shop) — by the registrant or an administrator.

For more details, see this article: Recording discount coupons (ANCV, Pass'Sport, etc.)

Once the payment is recorded, the entry will be linked to account 511200 (Checks to collect). It will only be linked to account 512 (Bank account) once the deposit slip has been recorded.

Record Deposit Slips

Once the payment is recorded, find the check pending deposit under Accounting > Book entry > Deposit slip.

You then need to generate a deposit slip for all the checks you are sending back to the partner. To do this:

• Select the checks to send back by filtering on the "Other Checks" type;
• Click the "Deposit X checks" button that appears;
• Choose the account to which the partner will wire the funds, enter a date, and click Save.
  
  

Record Expenditures

If you pay an expenditure using a voucher, this payment method is not available when recording the expense in accounting. You will need to enter a credit note entry instead.

For more information: Recording a refund or credit note entry

Manage Fees and Surpluses

When paying by ANCV or vacation voucher, discrepancies may arise between:

• The amount paid and the sale amount (no change can be given);
• The amount paid and the final amount received (fees charged by the partner).

You can record an additional entry to account for this difference. This can be done from the expenditure/revenue book entry module.

During bank reconciliation, you can reconcile both the payment entry and the fee entry against the same bank transaction (a single transaction representing the payment minus the fees received by the bank), so that your statement shows no discrepancy. For more information: Tracking reconciliation and discrepancies

For more guidance on how to record this transaction, we recommend reaching out to your accountant, who will be able to advise you on the best approach.