To edit a cash receipt:Use the Cash Receipts window to edit cash receipts you applied in error, if, for example, the customer requested that you apply the cash to a specific invoice and you applied it to the oldest invoices in their account, or if you need to adjust an open invoice. You can view and modify a cash receipt entry as long as the original payment date is not earlier than the G/L closing date for cash receipts.
To edit a cash receipt:
From the A/R menu, select Cash Receipts to display the Cash Receipts screen.
Use the Opts hot key to display the Cash Receipts Options screen, where you can change the display order for cash receipts transactions. This is an optional step.
In the Batch# field, enter a user-defined number that can be referenced if multiple entries are made during the same day or if multiple clerks make entries. This can be useful because the cash receipts journal sorts and subtotals by batch number, however this is an optional field.
In the Br field, enter the name of a branch to determine which branch's G/L account will be credited with the amount of cash entered. Any cash left unapplied also goes to this branch.
In the Bank field, one of the following occurs:
If you do not have more than one account listed in the G/L Automatic Postings program's Cash Account item, this field defaults to the sole cash account assignment.
If you do have more than one account listed in the G/L Automatic Postings program's Cash Account item, select from the list of banks displayed.
In the Payment Date field, the system populates this field with the current date as the date the cash is received. If you are making a late entry for a previous date, you can enter that date, however, the payment date cannot be earlier than the closed cash receipts or audit accounting date.
If the date on the invoice is greater than the payment date of the cash receipt, you receive a warning indicating that there are invoices with future dates. There may have been activity against the future dated invoices and if you are dealing with any of these future dated invoices, the system asks you to confirm the open balances.
In the Customer field, press F10 to select from a list of customer accounts. One of the following occurs:
When you select a prior entry that is older than the Closing Date, the message View Only displays in the upper right corner of the screen and no data can be changed.
When you select a prior entry that is not in a closed period, the message Correction displays in the upper right corner of the screen.
You can also search for existing cash receipts for customers using the following methods:
Enter # followed by all or a part of the customer's PO or release number to search the values in the Customer PO or Customer Release # fields on the header of sales orders in the system. Select a customer from the list and select New to enter a new cash receipt.
Enter ! followed by all or part of the check number to search the values in the Check # field of existing cash receipts.
Use the Arrow Keys to move between line items and fields to make changes to entries.
Please note that the transactions listed on a prior entry reflect their status as of the payment date and not the current date. This is done so that the postings made on the original entry appear in context. Some of these transactions, however, may have had postings made to them since that date and these entries are not indicated on the display. If the original posting is to be modified, an A/R inquiry should be used to check the current status of the transactions in question.
Press Esc to save the information and exit this screen.
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