A Sales ledger is generated for each offer/contract that is logged against a listing. When funds have been receipted against a specific sales ledger (offer/contract) the ledger will begin to show in the relevant Trust Account Reporting.

If you receive funds such as a Sales Deposits received from buyers, you must first ensure the correct vendors (contacts in your Agentbox system) are attached to the correct Listings AND ensure each relevant listing has an offer/contract recorded against it with at least one attached buyer before entering the receipt.

*Note:

- The receipted date must be the date the receipt is logged into your Agentbox Sales Trust Accounting System.

- The receipt date must be greater than the last reconciliation date

- Receipts via cheque will contribute to the available balance once the cheque clearance days have passed from the day the cheque was banked.

- Receipts via direct deposit, credit card or EFTPOS will be considered 'banked' upon creation and will contribute to the available balance as of the banked date. The banked date for credit card and EFTPOS receipts will be the receipted date. The banked date for a direct deposit receipt will be the presented date which is entered in the receipt screen to allow for receipting of direct deposits received before the receipt was created.

ATTENTION NEW USERS: DO NOT LOG ANY TRANSACTIONS EXCEPT OPENING BALANCES UNTIL YOU HAVE PERFORMED AN INITIAL RECONCILIATION.

1. Attach Vendor(s) to their corresponding Listings

2. Log Offer and Attach Buyer to their corresponding Listings

3. Click on the Trust icon from the Main Menu

The Sales Trust panel will open

4. Enter all initial balances (record a new receipt) for all listings you are currently holding sales funds for. Select Transactions and New Receipt

5. Search and select your listing from the Listing drop-down. Be sure to select Sales from the fund type drop-down.

Note: When selecting Received From, and you want both buyers to be added, from the drop-down, select Other and a new text box will appear to type both names. 

6. Enter the receipt Particulars 

• The Receipted Date, by default, will be today's date and cannot be edited. If entering a direct deposit for example, you will be able to enter in the Presented Date as it appeared on your bank statement. If you would like this field to be editable please refer to Backdating Receipts & Payments.
• Select the trust account from the Trust Account drop-down

• Staff member the receipt is issued by

• The entity the funds are from

• Amount

• Payment Method

i. Cash

ii. Cheque - Enter the Cheque Number, Drawer, Account Number, Bank, BSB Number & Clear in (days). Please note, the default Clear In (days) can be changed through Settings. A different value can be set for each receipt.

iii. Credit Card - Enter the Card Type, Holder, Expiry Date

iv. Direct Deposit - Enter the Received/ Deposited Date as per you Bank Statement

v. EFTPOS

• Select a Reason e.g. Sales Deposit   

• If applicable you may also enter an Interim Receipt Number and Comments (if also using paper receipt books) and add a comment

7. Click Submit & Print and the transaction record will appear in the list below. A receipt will also be generated in a new window. If you only want to add the transaction record to the list simply click Submit.

8.  Click "Submit & Send" to email a PDF attachment to the associated contacts eg vendor buyer etc immediately following the transaction.

Please note: Multiple email recipients can be selected where required from the Listing's attached contacts list.

9. “Email History” button will show if an email has ever been sent for this receipt with a log showing the details and ability to Re-Send

Please note: The default email templates for Receipt emails and Account Sale statement emails can be amended via Sales Trust: Settings > Email Templates.