Resolving Cash Receipt Variances

If you find a discrepancy or variance when working with cash receipts, you can review and resolve them using the Automatic Cash Receipt Review Queue. When a cash receipt is resolved the system logs the user, date, and resolution code. A cash receipt is resolved when the user enters a manual batch cash receipt or cash receipt and when the user removes the cash receipt from the Automatic Cash Receipt Review Queue. The system uses the resolution code MANUAL. The review queue is normally populated by automatic batch cash receipts only.

When using a lock box and automatic batch cash receiving, the system looks at all cash receipts and using predefined matching rules, automatically resolves those receipts that it can. The system checks over and short amounts by percentage and dollars, tax, freight, discounts, and overpayments. All receipts resolved this way display in the Cash Receipts Resolution Report as AUTO. Use the Automatic Cash Receipt Write Off utility to define what amounts you want the system to use.

The system uses the following resolution codes:

• Manual - Used when entering a manual batch cash receipt.

• Unapplied - User deletes a cash receipt from the Automatic Cash Receipt Review Queue leaving a difference amount

• Auto - User deletes a cash receipt from Automatic Cash Receipt Review Queue that never had a difference amount.

• Resolved - User deletes a cash receipt from Automatic Cash Receipt Review Queue that has a zero balance that at one point it did have a difference amount.

To resolve a batch cash receipt:

1. From the A/R > Utilities menu, select Cash Receipts Review Queue to display the Automatic Cash Receipts Review Queue.

2. Complete the header information to populate the queue.

3. Right-click the cash receipt you want to address and select Edit Cash Receipt.

4. Use the columns to apply the cash or edit the information, as needed, to resolve the differences.

   Column	Description
   Invoice #*	A number that identifies an open invoice.
   Status	A code that identifies the status of the invoice, for example, on hold. These codes are defined in the Valid Customer Invoice Status Codescontrol maintenance record.
   Open Amount*	The amount of the invoice that the customer has not yet paid.
   Discount*	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.
   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	Any additional information about the cash receipt or invoice.

   * View Only

5. Use the Cash Receipts Resolutions Report to review which users resolved cash receipts and the reason codes associated with them.