Under the Accounting section in FareHarbor Desk, you can manage invoices and payments between your company and vendors. This provides a structured way to reconcile, track, and record financial transactions, ensuring accuracy and transparency in your accounting records.
Payment reconciliation
You can create a new payment reconciliation in the Accounting section of FareHarbor Desk.
To reconcile payments:
- Click Accounting in the primary Desk navigation.
- Fill in the Invoice number, Invoice amount and Invoice date fields under the Invoice section.
- Fill in the Vendor field, and select a date range matching the period you are invoiced for under the Check system records section.
- Click View Vouchers to see all vouchers for that vendor and time period.
After clicking View Vouchers, a Vouchers table will appear. Here you can view a voucher’s:
- Client name
- Activity Date
- Voucher number
- Product
- Transaction Type
- Net Rate
- Adjustment
- Status
In the Vouchers table, you may use the search bar or filter voucher results by Activity date, Transaction type, or Status to locate and review the vouchers for which you’ve been invoiced.
Once you have identified the relevant vouchers, you can mark them as reviewed or make the necessary adjustments.
If the invoiced amount matches the voucher details, mark the voucher as reviewed. To do so, click the … icon and select Mark as reviewed.
For the vouchers you would like to adjust, click the … icon under the Actions column of the Vouchers table and select Make adjustment.
Once you click Make adjustment, a modal overlay will appear that will allow you to apply a new amount and provide a reason for the adjustment.
For example: you may want to make an adjustment to a voucher to match the amount that was invoiced. If you were invoiced for $500 and the net rate of your voucher is $490, you can input $500 into the Full new amount field in the overlay to assure that these figures are the same.
Once an adjustment has been made, the new amount and the adjusted difference between your new rate and the previously-listed net rate will appear under the Adjustment column in the Vouchers table. The Status of the voucher will appear as Reviewed.
On the right side of the Reconciliation tab, a Reconciliation summary will detail the Invoice total, the Reviewed total, and the Difference. After your adjustments, the Difference should be 0 and your Reviewed total and Invoice total should match.
Paysheets
Once you’ve made your desired adjustments and marked the necessary vouchers as reviewed, you can post a paysheet to manually send to the relevant vendor.
Before posting, you may want to include a note to describe the adjustment that you’ve made. To do so, click the Add a note button below the Vouchers table. A modal overlay will appear with a Note changes to the paysheet field. Fill in this field with the relevant information and click Save note.
When you are ready to post your paysheet, click the Post button. A new modal overlay will appear to confirm that you would like to create a new paysheet. Creating a paysheet will lock the vouchers. Vouchers cannot be edited once they are locked. Only vouchers that have the status of Reviewed will be part of the paysheet.
Once the paysheet is posted, it will appear as Posted in the Paysheets tab under Accounting.
Under the Actions column of the Paysheets table, click the … icon and select Print to print the paysheet or save a PDF of the paysheet to send back to the vendor to alert them to your adjustments. Your paysheet notes will also display on this paysheet. Once a paysheet has been posted, the voucher included in the paysheet will be locked and further adjustments to the voucher cannot be made.
Note: If the paysheet needs revision, you can click unlock under the paysheet’s Actions and edit the paysheet.
Breakage paysheets
Breakage refers to revenue gained from services paid for but not used (for example: activities sold but not invoiced).
Under the Breakage tab, you can find vendors that have uninvoiced vouchers. Use the Vendor dropdown to filter by a specific vendor or, by default, all vendors. Select a date range to view your list of uninvoiced vouchers.
In the Breakage Management table, you can view the client number of the vendors who have not invoiced you, the issuing date of the voucher, the rate, and the activity date.
Under the Breakage Management table, you may create a paysheet for your breakage by clicking the Create breakage paysheet button. Once posted, your breakage paysheet will appear under the Breakage paysheets section under the Paysheets tab.