Every morning, we send the deposit list to the group ASAP and include the BOQ/SO/INV # paid. Watch for multiple invoice/BOQ being paid in one payment.

3 types of payment we receive

• Deposit for BOQ/Quotes/SO (33% Normally)

• Balance for SO

• Balance for INV (Debtor)

Spreadsheet link - https://wfarch.sharepoint.com/:x:/s/OperationsTeam/ETljtlKnlEVYl0axQ6jF26QBssY0vj3YFfc0X-wp6jXZsQ?e=8Z2229 *If customer forgot to send remittance/put BOQ/SO/INV # on the payment search the Company in SF https://sculptform.lightning.force.com/lightning/page/home

#1 Deposit Received for BOQ/Quote. Which means in the Salesforce the BOQ has not been converted to SO. In this case we cannot apply the payment in SF.

It is the responsibility of the Estimation/Sales team to apply the payment when they convert the BOQ to SO in Salesforce. Accounts need to put the payment date on BOQ.

Record as a receive money in MYOB (2-8832 Salesforce-Customer Deposits) • Change the Memo note to what is on the spreadsheet. • In the Acct No, select the 2-8832 account

#2 Deposit (normally 33%) or Balance payment (from prepaid customer) for SO. BOQ has been converted to SO, but INV has not been done. In this case we must apply the payment to SO in SF in the Financial info Section. *SO and INV number are the same in SF. Only difference (INV- and SO-)

Match the balance due and payment received then apply the payment. • If payment is fully received change Payment status to YES. • Put payment date • Add paid figure to paid to date figure that is already paid. E.g. (25,877.97+52,540.13) • Click Save In MYOB follow Step 5.

#3 Payment for INV/Debtor. In SF the BOQ has been converted to SO and INV has been issued. The INV is normally issued when the goods are ready to be or have been despatched We must apply the payment in both SO & INV in SF, this is from account customer/Debtor or prepaid.

• Apply payment in SO first as per Step 7.

• Open INV from SO > click receive payment.

• Check the amount we have received and change if needed, also change the receipt date and click save.

• In MYOB – Records as a receive payment – Choose Customer – apply payment.

Direct Deposit Processing – SFM AU (MYOB)

SFM AU will receive payments from Loan – US, UK, and NZ.

All regions follow the same process apart from SFM USA, which includes bank fees that need to be journaled.

For this example, the payment is from SFM NZ.

Direct Deposit Processing – SFM AU (MYOB)

For payments coming from Loan‑NZ, US & UK, they will appear in MYOB.

Then click:

>>New

>>Received Money

At Receive Money:

-Date must match the date payment appears in the bank feed.

-Choose the Account Number where the payment came from — in this case, it is SFM NZ.

Loan Account Numbers

NZ: 1‑6625

USA: 1‑6630

UK: 1‑6631

At the Loan – US, UK, NZ & Global file:

Update and reflect the payment made and the remaining balance outstanding.

As shown in the example, there is a credit note (SFM‑Rework ‑$37,779.13) in the statement file. This must be applied first before applying the payment received from SFM NZ.

Go To Dashboard:
>>Sales
>>Sales Register

Then search and choose, either:

• Sculptform NZ

• Sculptform UK

• Sculptform USA LLC
  

>>Returns & Credits
>>Apply to Sale

>>Date
>>Applied Amount
>>Record

Compare & Match the MYOB Invoices

To reconcile, go to Dashboard:

1. Banking

2. Reconcile Accounts

Then:

• Select the Account# (NZ, US, or UK).

• Closing Statement Balance: 0.00

• Bank Statement Date: Today

• Tick only the MYOB transactions that have been paid as per the statement.

• The screen will show the Cleared Amount (below) and the Out of Balance amount (above).

• At this point, the Out of Balance amount should correspond to the SFM invoices in the statement (& bank fees for US).

• Always review and ensure everything matches the MYOB & Statement file.

Then go back to the Dashboard to enter the payment for the SFM invoices.

To Apply the Payment for SFM Invoices

Go to Dashboard:

>>Sales

>>Sales Register

>>Received Payments

Select the Correct Loan Account

Under Deposit to Account, choose the corresponding loan account:

• NZ: 1‑6625

• USA: 1‑6630

• UK: 1‑6631

Select the Customer

Choose the correct customer based on the region:

• Sculptform NZ

• Sculptform UK

• Sculptform USA LLC

Date: Must match the date the payment appears in the bank feed.

Amount Received: Enter the total of the

SFM invoices that have been paid.

Then go to:

Amount Applied

>>Record

This transaction will go through the Loan Account reconciliation.

To Complete the Reconciliation:

Return to the Reconcile Accounts window.

• Tick all transactions involved in the reconciliation.

• Verify the Cleared Amount to ensure it is correct.

• Confirm that the Out of Balance amount shows 0.00.

Once everything matches, click Reconcile to complete the process.

Example: SFM USA LLC with Bank Fees and Short Payment reconciliation.

SFM USA LLC typically incurs bank fee deductions on every incoming payment. 

To Journal the Bank Fee

Go to the Dashboard

>>Accounts

>>Record Journal Entry

Date must match the date the payment appears in the bank feed.

Debit: 6‑7017 Bank Fees
Credit: 1‑6630 Loan SFM USA LLC

>>OK

To Journal Short payment

Go to the Dashboard

>>Accounts

>>Record Journal Entry

Date must match the date the payment appears in the bank feed.

Debit: 4-9999 Currebcy Gain/Loss(as per Ken)
Credit: choose the corresponding loan account

• NZ: 1‑6625

• USA: 1‑6630

• UK: 1‑6631

>>OK