Editing Cash Receipts

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.

Note: Cash receipts are locked to the user for editing when opened. If you select a receipt being edited, the system displays an error. If you do not have sufficient permission, the cash receipts window opens in view-only mode.

To edit a cash receipt:

1. From the A/R menu, select Cash Receipts to display the Cash Receipts window.

2. In the Customer field, enter the name of the customer whose cash receipt you want to edit.

3. If multiple customers match your entry, a list of matching customers displays. Click the correct customer name to populate the field.

4. If more than one receipt is available for that customer, the Related Information table displays the cash receipts and the corresponding amounts. In addition, a message displays below the Amount field: Multiple Cash Receipts exist for Check # <check number>.

5. If you want to look up the customer by the check number, use an exclamation point and the check number in this field, such as !15534.

Note: You can change the customer for the cash receipt, if needed, even if no cash has been applied.

3. In the Cash Receipt Selection window, do one of the following:

• Select a receipt to view in the Cash Receipts window.

Note: When you select an entry in a closed G/L period, a warning displays and the receipt information is available in view-only mode. When you select an entry that is not in a closed period, the receipt displays in edit mode.

• Click Cancel to return to the Cash Receipts window without selecting a receipt.

• Click New to create a new receipt.

• Click DisplayAll to show all receipts available for that customer. By default, the system displays only the most recent fifteen receipts.

4. Review or edit the information for the invoice, as needed.

   Column	Description
   Invoice #*	A number that identifies an open invoice.
   Status	A code that identifies the status of the invoice, for example, on hold. Use the Valid Customer Invoice Status Codescontrol maintenance record to define these codes.
   Open Amount*	The amount of the invoice that the customer has not yet paid.
   Discount Date*	The date by which the customer must pay the invoice to receive a discount.
   Discount Available*	The discount to which the customer is entitled if they send payment before the expiration date.
   Discount	The amount of the available discount applied to the invoice. You can override this amount, if needed.
   Freight*	The freight charge due based on the order invoice.
   Handling*	The handling charge due based on the order invoice.
   Tax*	The sales tax due based on the order invoice.
   Cash	The amount of the cash applied to the invoice. You can override this amount, if needed. The system updates this amount for any discounts or adjustments.
   Balance*	The remaining open amount on the corresponding invoice after the system has applied the discount, cash, and adjustment amounts.
   Note	An icon displays in this field if the cash receipt has additional note information attached to it. Double-click the Note field to display the dialog box in which you can enter your note text. You can also access the note information for a cash receipt by selecting Invoice > Edit Note. If you are in view-only mode, you can view the note text, but cannot edit it.

   *View-Only

   Note: The transactions listed reflect their status as of the payment date, not the current date, 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 the system does not display these entries. If you intend to edit the original posting, use the A/R Inquiry window to check the status of the transactions in question.

5. Do any of the following, as needed:

6. Save your changes and exit the window.

See Also:

Cash Receipts Overview

Changing Display Options for Cash Receipts