Entering Payment Information for Cash Receipts

Use the Cash Receipts window to apply cash to a customer's invoices. You can either post your cash receipts to a bill-to or a ship-to account specified in Customer Maintenance. If you use a bill-to customer, you can apply cash to any of that customer's bill-to or ship-to invoices. If you use a ship-to customer, you can apply cash only to that ship-to customer's invoices.

The following procedure discusses how to enter payment information for receipts. For information about open invoice payments, Applying Payments to Open Invoices.

To enter payment information:

  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 post. If you do not remember the complete customer's name, do one of the following to display a list to select from:

  3. Click the Selection List button to display a list of your customers.

  4. Enter part of a customer's name to display the Customer Primary Index (Active), which contains the names of all active customers. From that list, click the Selection List button to display the Customer Primary List (Inactive). The system displays a prompt, asking you to confirm the activation of this customer.

If more than one customer matches your entry, a list of matching customers displays. Click the correct customer name to return it to the field and display the Select Cash Receipt window.

Note: The ability to activate inactive customers is based on the setting in the Display Customers/Vendors Who Are Inactive At A Branchcontrol maintenance record, and the CUST.BR.AUTH.ONETIME and CUST.BR.AUTH.OVRD authorization keys.

  1. Click NEW to display the New Cash Receipt window and Closedenter the cash receipt initial information.

    Field

    Description

    Batch

    Enter a user-defined number, if needed, to identify the batch into which this receipt is entered.

    This number is useful as a reference if multiple entries are made during the same day or if multiple clerks make entries. The cash receipts journal sorts and subtotals by batch number.

    Branch

    Enter the branch whose G/L account the system credits with the amount of cash entered. Depending on your control settings, any cash left unapplied will also go to this branch's G/L account.

    Bank

    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. Click the correct bank to display it in the field.

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

    Payment Date

    Enter the date the payment was received. The system populates this field with today's date.

    The payment date cannot be earlier than the cash receipts G/L closing date or the audit accounting date.

    Note: If the entry you select is in a closed G/L period, a message displays indicating that the entry is in a closed period. Press Enter to view the entry in view-only mode.

  2. Click OK to display a list of open invoices for the selected customer in the Cash Receipts window.

  3. Review the following account aging information at the bottom of the window:

Field

Description

Total A/R

The total amount the customer owes.

Future

The part of the customer's balance that is due but that has not yet appeared on a statement.

Current

The part of the customer's balance that you have billed and that is due within the current 30-day accounting period.

31-60

The part of the customer's balance that is between 31 and 60 days overdue.

61-90

The part of the customer's balance that is between 61 and 90 days overdue.

91-120

The part of the customer's balance that is between 91 and 120 days overdue.

Over 120

The part of the customer's balance that is more than 120 days overdue.

  1. In the Check # field, enter a check number or other payment ID that identifies the payment for reporting and inquiry purposes.

  2. In the Amount field, enter the amount of cash received. The system populates the Unapplied field with the same amount.

The amount of cash received that you enter in the Amount field may not be the same as the accounts receivable amount, due to discounts and other adjustments that may be applied to an invoice.

If the cash receipt is in a foreign currency, the foreign currency and the current exchange rate display in red in the lower right corner of the status bar at the bottom of the window. You can change the currency you are working with on the Customer Pricing Information window. For more information, see Defining Customer Pricing Options.

  1. Do one of the following:

To...

Do this...

apply the cash to open invoices

See Applying Payments to Open Invoices.

enter the amount as unapplied cash

From the File menu, select Exit. At the Unapplied Cash prompt, click Yes.

Depending on your Post Unapplied Cash Amounts To The Customer's Home Brcontrol maintenance record, an additional prompt may ask whether to apply the unapplied amount to your home branch. If you click No, the unapplied payment posts to the branch where the system records the cash receipt.

For more information, see Applying Unapplied Cash to Invoices.

search for an invoice or open amount

In the Invoice #, Customer PO#, or the Release # field, enter all or a portion of an invoice, customer purchase order, release number, or an open amount and press Enter. The system displays the results in a drop-down list from which you can select the invoice you want to jump to. If your search matches a single invoice, the system jumps directly to that invoice in the list.

display only those invoices with a particular status code, for example, to resolve receipts with a particular variance type

In the Status field in the header section of the window, select the status you want to view. The Status field in the table indicates any variances that exist with the invoice.

These user-defined codes are set up in the Valid Customer Invoice Status Codescontrol maintenance record.

  1. Save your changes, if any, and exit the window.

More Options for Cash Receipts

From the Cash Receipts window, users can perform the following tasks:

To...

Select this menu option...

save the transaction and clear the window for the next entry

File > Next Item

delete a transaction

File > Delete

Confirm the deletion at the prompt.

abort a transaction after you have applied all of the cash

File > Exit

At the Save Changes prompt, click No.

view the sales order for a selected invoice

Invoice > View

The Sales Order Entry window displays in view-only mode.

enter or edit a note attached to an invoice

Invoice > Edit Note

The Notes for <invoice #> window displays.

Note: If you display this window in view-only mode, this option is not available.

view a list of transactions for the customer

View > A/R Ledger

The A/R Ledger window displays.

change the columns that display in the detail area

View > Change View

A list of column views displays. Select an option.

review which invoices a payment covers when more than one invoice is being paid

Click the Related Information tab in the header.

When the system recognizes, during the payment verification process, that there are multiple bill-to customers and splits the payments into multiple cash receipts, the related Cash Receipt ID display on this Related Information tab for later reference.

This tab also shows current receipt amounts, if related receipts have been adjusted.

 

See Also:

Cash Receipts Overview

Changing Display Options for Cash Receipts

Foreign Exchange Rates Overview