multiple clients on one payment

Question

Hi, our company has multiple clients for the same product (service) with 3 managers, each over a portion of these clients. These managers collect payment from some of the clients, other clients mail a chq to our office. These managers will then make a bulk deposit into our bank account. 
 I am wondering how I go about recording all this? For now those who pay to the managers have invoices on their records that are allocated to A/R. I also have the managers down as clients and their deposits have been going under their name. My books balance, the problem is that the client's record will never show that the invoice has been paid. 
 Should I create a project? What would work best in this situation? 
 Thanks!

Smith and Co · Accepted Answer

OK thanks - so this is the impression that I am getting and when you say clients I am thinking customers: 
 Company A sells a product/service to customers. Company A has 3 managers and each manager looks after a specific list of customers. When manager sells a product/service to a customer the Company A invoices the customer. If the manager is creating the invoice to the customer it is still under Company A's name and looks no different then if you were to create an invoice thru Company A. The customer pays for the invoice either by giving the chq to the manager or by mailing it to Company A. Either way the cheque ends up in the company bank account. If my impression above is correct then read below. 
 If the managers are depositing into the company's bank account then they should be recording on a deposit slip the client's name and the amount of each cheque. 
 Then you would get the deposit slips from the managers which will show the bank's deposit stamp or ATM slip if thru ATM and post the payment listed to each client. This would eliminate the step of entering the manager as client and posting these payments to their name. 
 You could enter each payment to a Chart of Account number called something like Cash/Chqs To Be Deposited, and then post one journal entry to record the deposit total amount from Cash/Chq acct to the bank account to match the bank stmt deposit amount (makes bank reconciliation easier this way) 
 All sales invoices should be posted thru A/R and you could set up each manager as a project and allocate the invoices to the manager that way. You can select any account nbr to show on the project for each manager. 
 Or you could use department and have each manager as a department. This is possible if you have Sage 50 Premium or higher. I am not familiar with departments so you may want to read up on that.

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