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- Water Utility Management
- Features
- Cash and receivables
Cash and receivables
Verified receipts applied to posted documents.
OverviewVerified receipts×
Water Utility Management · Cash and receivables
New
Verified receipts
Cash receipts
| Id | Partner | Provider event ID | Amount USD | Received at | |
|---|---|---|---|---|---|
| IDD-408 | BP-7300 | PEI-847 | 300 | 07 Oct | |
| IDD-598 | BP-4870 | PEI-371 | 580 | 07 Oct | |
| IDD-605 | BP-8758 | PEI-110 | 490 | 14 Oct | |
| IDD-912 | BP-9481 | PEI-149 | 930 | 14 Oct | |
| IDD-129 | BP-2437 | PEI-968 | 290 | 12 Oct |
6 of 6 records
IDD-408Cash receipts · CR-62990
PartnerBP-7300
Provider event IDPEI-847
Amount USD300
Received at07 Oct
What you can do
Apply only the money that has really arrived
Cash receipts come from the payment provider with a provider event identifier, the amount, the date received and the business partner who paid. A receipt is marked verified once the utility has confirmed it. Only verified receipts are applied, and only to posted documents.
An application records how much of a receipt was applied to which document and when, and can later be reversed with its own date. Two limits always hold: an application never uses more than the receipt has left, and never pays more than the document still owes. A customer who pays twice by mistake has an unapplied balance waiting, not a negative bill.
How the work is organized
The cash clerk applies receipts; the controller reviews balances.
- Verified first. Unverified receipts are not available for application.
- Within both limits. Each application is checked against the receipt’s unused amount and the document’s outstanding balance.
- Replays are safe. A repeated application request is recognised by its operation key and recorded, not applied again.
What to agree during setup
Agree how receipts arrive from your payment provider and bank, and how they are verified. Agree how partial payments, overpayments and payments without a reference are handled. Card and bank processing stay with your providers. Prepare examples of an exact payment, a part payment, an overpayment and a payment reversed by the bank.
Check the handoff on an actual case
A housing association pays one transfer covering six monthly water charges. The receipt is verified and the cash clerk applies it across the six posted documents, oldest first. The last document is only partly covered, and the remainder stays outstanding on the partner’s balance. When the clerk tries to apply the same receipt again to a seventh document, the system refuses because nothing is left unused.
What your team sees
- Verified receipts — Receipts available to apply, by partner and amount.
- Cash applications — Applications with their receipt, document, amount and any reversal.
Follow the work through
- Cash application: From a verified receipt to an applied balance.
Plan integrations with your payment provider.
What it keeps track of
Data model- Cash receipts
- Verified provider cash receipts available for application.
- Cash applications
- Applications of verified cash against posted accounting documents.
- Accounting documents
- Water charge, credit, expense and adjustment documents with lifecycle and revision.
- Business partners
- Customers, agencies and vendors billed or paid by the utility.
Who uses it
Permissions- Cash Clerk
- , Controller.
- The cash clerk applies receipts; the controller reviews outstanding balances.
Set up Water Utility Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.