One of the strengths of nBill is in keeping your financial records, not just for online sales, but for everything. Income records can store a breakdown of tax and nominal ledger information for reporting purposes. If you don't want to record your income here though, feel free to ignore this page.

Income records can be created manually by an administrator for offline sales and other revenue (eg. bank interest). When you mark an invoice as paid, you are also prompted to create an income record. Income records can also be generated automatically when payment is received through a payment gateway (this can be specified on the order form's details tab).

To view your list of income items, select Accounting->Income from the main menu, as shown in figure 6.1.

Figure 6.1 - Accessing the Income List

This will take you to the list of income records. You can narrow down the list of records displayed by entering values in the filter controls at the top of the page. If one or more invoices are associated with an income item, you can preview the invoices by clicking on the invoice number in the last column. A magnifying glass icon next to each receipt number allows you to see a printer friendly receipt document.

If the vendor record stipulates that receipt numbers should be generated automatically, a new receipt number will be assigned to each record as it is created. If the vendor record indicates that you wish to assign the numbers manually, income records are not assigned a number, and an extra toolbar button appears on the income list to allow you to generate receipt numbers. This is so that you can keep all of your receipt numbers in chronological order if you wish (see example, below).

To generate receipt numbers for income records that do not yet have a number assigned, click on the 'Generate Receipt Numbers' toolbar button. This will prompt you to enter a date up to which you want to generate numbers (typically you would be doing this early in the month after adding all of the income records for the previous month - so you would enter the last date of the previous month, and leave any new income items for the current month unnumbered).

If you are using a chain of master databases, you must always generate receipt numbers from the child-most installation of nBill (see the synchronising multiple installations topic for more information about this feature). The receipt numbers will then be generated based on the next number to be used in the top-most master database, and if there are any other child databases in the chain between this one and the top-most master, they will all have their receipt numbers generated at the same time (so that they all stay in chronological order). Note: There is a setting on the vendor record that allows the appearance of the toolbar button to be suppressed here if this is not the child-most database (the setting is typically controlled by the child database).

 For example: suppose you have orders coming in through the website, and income records being created automatically during the month as people pay online, but then at the end of the month when your bank statement comes in you want to record your bank interest and other offline income for the month. If receipt numbers have already been assigned to online receipts during the month, when you add a new record for offline income that was received earlier in the month, the receipt numbers will no longer be sequential chronologically. By setting the generation of receipt numbers to manual in the vendor record, you can wait until you have put all of your income for the month on the system, then generate the receipt numbers so that they all stay in date order.

Clicking on the 'New' toolbar button, or on a receipt number, or marking an invoice as paid on the invoice list will take you to the income editor. There is a toolbar button that allows you to open a printer-friendly receipt document in a new window.

Receipt Number

You would normally leave this alone, and just let the component assign the next available receipt number (either when saving the record, or when the 'Generate Receipt Numbers' toolbar button is clicked on the income list), but you can edit the number yourself if you wish (eg. if you wanted to swap two receipt numbers round or something). Be careful not to end up with two records with the same receipt number though (nBill will allow this, but it is not recommended!).

Related Invoice(s)

Any invoices that have not been marked as paid are listed here for you to choose from. If you accessed this page by clicking on the icon in the invoice list to mark an invoice as paid, the relevant invoice will be selected automatically. When an invoice is selected, nBill reads the details from the invoice, and populates as much of the rest of this form as it can. So when an invoice has been selected, typically all you would need to do is check the date, and specify the payment method.

You can select more than one invoice in the list by holding down Ctrl while clicking on the items. You can also de-select an invoice by holding down Ctrl and clicking on it a second time. The figures in the other boxes on this screen will be automatically adjusted.

After you save the form, the selected invoice will be marked as paid, and if you accessed this page via the invoice list, you will be returned to the invoice list. If you select an invoice and then change the amount to a smaller amount, the invoice will be marked as partially paid.

Received From

The name of the person or company who paid you. If an invoice is selected from the list, this will be filled in automatically.

Country

The country the income was received from. This value is shown in the tax summary report.

Client Tax Reference

If the client who paid you is registered for VAT (or equivalent), this field holds their VAT number (and is shown in the detailed listings on the tax summary report).

Received For

What the receipt was for. If you have specified an invoice, there is probably no need to enter anything here, as it is obvious what the money was for, but for things like bank interest or other income for which there is no invoice, you should make a note of what the receipt relates to.

Date Received

Self-explanatory.

Payment Method

Select the most appropriate value from the list. If you want to modify this list, you can change the display values in the language files. The values displayed in this list are defined in the following file:

/administrator/components/com_nbill/language/en-GB/xref.en-GB.php

(or the equivalent in whatever language you are using). The payment method is also displayed on invoices when they are marked as paid (subject to this being supported by the invoice template you are using).

Currency

If an invoice is selected, this will be populated automatically, otherwise you can select the currency from the list.

Amount Received

If an invoice is selected, this will be populated automatically, but you can change the value to whatever amount you actually received. If this is less than the amount of the selected invoice, the invoice will be marked as only partially paid. When you save the record, a check is made to ensure that the nominal ledger breakdown (below) adds up to the amount entered here. The amount you enter here should be the gross amount, ie. inclusive of tax.

Tax Rates and Amounts

If an invoice is selected, the tax rates and amounts will be populated automatically. You can have up to 3 different tax rates on a single income item. In the highly unlikely event that you need more than that, you would have to split the receipt up into 2 or more records if you want to specify the full breakdown.

As there is normally only one tax rate for any income item, when you type in a rate in the first entry, the tax amount is calculated for you based on the gross total you entered in 'Amount Received', above. If you have more than one tax rate though, you will have to override this and enter the exact breakdown yourself.

This information is used in the tax summary report.

Nominal Ledger Breakdown

A receipt can be broken down into as many different nominal ledger codes as you like. If an invoice is selected, the nominal ledger breakdown will be populated automatically, based on the ledger codes defined in the invoice. If more than one invoice is selected, all of the relevant ledger codes will be populated.

If you want to enter the breakdown yourself (eg. for income that is not related to an invoice), you can select a nominal ledger code from the list, enter an amount (for net, tax, and gross), and click on the 'Add Item' button. When an item has been added, a 'Remove Item' button will appear next to it, so you can delete it if you want.

Reference

This is normally used by a payment gateway to store a transaction ID, or other information about the receipt. If you are creating an income item manually though, you can put whatever you like in here, or leave it blank - it's up to you.

Omit from Tax Summary?

Most income items should be included in the tax summary report (which is useful for calculating the amount of tax you need to pay), but there may be some items that need to be excluded from your overall figures.

For Example: In the UK, certain transactions involving property, insurance, or training/education are not subject to VAT, and the income should not be included on VAT returns (ie. it is not that the income is included in your turnover figure and just zero-rated for VAT, but completely omitted from your VAT return as the item is 'out of scope'). If that applies to this income item, you would set the 'Omit from Tax Summary' option to 'yes'.

Notes

You can enter anything you like in the notes - they are just for your reference as an administrator.

Attachments

You can attach one or more files to this client record using the supporting documents feature. Attached files are only visible to administrators, not to the client.