Entering Batch Cash Receipts

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

2. In the Payment Date field, enter the date you received the cash.

   The system populates this field with today's date. 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. Someone may have entered activity against the future dated invoices, and if you are dealing with any of these future dated invoices, the system requests confirmation of the open balances.

3. In the Batch Name field, enter name to identify the batch into which this receipt is entered, such as the user name and the date.

Note: To add a prefix to your batch names that further identify what the system receives through the lockbox, use the Auto Cash Receipts Multi Lockboxcontrol maintenance record. However, you cannot use that prefix to search by, the Batch Namefield still requires an exact match.

The system populates the Batch ID field with a system-assigned batch number that can be used for reporting purposes and recall.

4. In the Branch field, enter the name of the branch whose G/L account the system credits with the amount of cash entered. Any cash left unapplied also goes to this branch.

5. In the Bank field, enter the name of the bank to which to deposit the applied cash. If more than one bank matches your entry, a list of matching banks displays from which to select.

Note: If the G/L Automatic Postings program's Cash Account item lists only one bank account, this field defaults to that account.

6. In the Deposit Amount field, enter the total amount of cash received and press Enter.

The system populates the Applied Amount field with the amount that has been reconciled. The system populates the Difference field with the difference between the Deposit Amount field and the Applied Amount field. This field must equal zero before you can post the receipts. You can adjust the amount in the Deposit Amount field, as needed.

Note: If the customer sends more cash than what the invoice is for, the system displays the entire amount and indicates there is a credit when you drill into that invoice.

7. Do one of the following:

• In the Invoice # column, select the order number or invoice number to which you want to apply the cash.

• In the Customer column, enter the name of the customer whose cash receipt you want to post.

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.

Based on the selection you make, the system populates the remaining columns on the receipt window.

8. Review the column information, as needed, before posting payment. Double-click a line item to view the order payment information.

   Column	Description
   Applied Amount	The amount of the payment to apply to the invoice. The system populates this field with the invoice amount.
   Check #	The check number entered in the header of the receipt entry.
   Subtotal	The subtotal due based on the order invoice.
   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.
   Disc Avail	Indicates if a discount is available to apply to the invoice.
   Disc Date	The original discount date. Use this information to aid in determining if the invoice status should be set to Discount.
   Discount	The amount of the discount to apply to the corresponding invoice. The system populates this field with any applicable discount. When you apply a discount amount, the system applies the remaining cash.
   Open Amount	Displays the amount of the invoice that has not yet been paid. An asterisk (*) in this field indicates that this line item has a note attached to it.
   Balance	Displays the remaining open amount on the corresponding invoice after the discount, cash, and adjustment amounts have been applied.
   Status	A code that identifies the status of the invoice, for example, on hold. These user-defined codes are set up in the Valid Customer Invoice Status Codescontrol maintenance record. You cannot select a status of Overpay on an unapplied line item.
   Note	Double-click this field and enter any notes you want to add to related order. The notes you add are immediately attached to the order, and you can access the notes from the cash receipt and batch cash receipts. You can also add a note by selecting Options > Edit Order Note. If you are viewing a posted batch cash receipt, you can view the text of a note but not edit it. An icon displays if the order has a note attached. If you are in view-only mode, you can view the note text, but cannot edit it.
   C/R Note	Double-click in this field and enter any notes you want to add directly to the cash receipt. The notes you add are pending on the cash receipt until you save the batch. At that time, the system adds the pending notes to each cash receipt, as required. If there are several notes for more than one cash receipt, they are compiled into one note. You can also add a cash receipt note by selecting Options > Edit Cash Receipt Note. If you are viewing a posted batch cash receipt, you can view the text of a note but not edit it.

9. From the File menu, select Post to post cash receipts for each customer on the list.

Note: You can review receipts in the Automatic Cash Receipts Review Queue.

10. Save your changes and exit the window.

The system provides a way to process checks with your bank electronically. You can have all remittance checks sent to a designated location, such as a post office box, that is controlled by the bank. The bank then enters the checks into their system and sends you an electronic file to process through Eclipse.

When entering checks in electronic batches, the system can process different kinds of files to ensure that your checks coming from the bank are applied correctly.

• EDI 820 and 823 Electronic Processing - The bank sends an EDI compliant file that Eclipse processes and applies. Monitor exceptions or errors using the Automatic Cash Receipts Review Queue.

If you added prefixes to your batch names that further identify what the system receives through the lockbox using the Auto Cash Receipts Multi Lockboxcontrol maintenance record, the system displays those on your EDI 823 document as well.

See your inside salesperson for more information about the Electronic Data Interchange companion product.

• Flat File Processing - The bank sends you a flat file, such as a .txt or .csv file, and you can use Your Hold File to port the data into the system with the Tools > Process option. For more information, see Creating Cash Receipts from Bank Lock Box or EFT Files.