Cash Receipt Entry
The Cash Receipt Entry module allows you to enter daily cash receipts in one of two modes. Cash may be entered for accounts receivable items, by customer number for one receivable group or cash can be entered by customer number for all receivable groups. Miscellaneous cash may also be entered. As you enter the Cash Entry Module, you will enter a valid batch control number. You are also required to enter the date. Once this date has been established, all cash entered using that batch number will be associated with that day's cash for the purposes of balancing. NOTE: It may be useful to associate this number with a cash tray for the purpose of balancing. In this manner, as each operator signs on or off, he/she will enter or exit their particular batch.
Enter Batch Control
Enter a valid batch control header in the form:
YPP - Accounts Receivable accounting period
TTT - Batch type code (must be a valid Accounts Receivable CASH TYPE CODE as defined in the Accounts Receivable data base)
SS - sequence number
A <Enter> will cause the system to return to the CASH RECEIPTS Processing Menu.
Enter Batch Date
Enter the date of the batch entry in the form specified. All entry data will be date stamped with this date unless overridden.
A <Enter> will cause the date to default to the system date.
Receivable Group
Your default receivable group will appear here. If you are authorized to change the group code, you may do so by re-keying the field or typing '00' at the field to change. To apply cash to all group codes, type 'ALL' in this field.
Cust Acct
Enter a valid customer account or customer number.
Enter MISC to receive cash from a source other than a valid customer.
The system will display the description and customer number. If the customer number is not known, press <Ctrl+F>.
Payment Type
Enter a valid payment type as defined in the database. If payment type is a credit card (cc), three prompts will be displayed, asking for credit card number, expiry date, and credit approval code. The credit card number and expiry date are mandatory.
Receipt Date
Enter the date of the cash receipt.
Enter <Enter> to use the date as set up in the batch header.
NOTE: The receipt date entered can be restricted by setting up option Receipt Date Limit in the master profile.
Receipt #
Enter a valid three-digit location code as set up in the database followed by a receipt number of up to ten alpha-numeric characters. Press <Ctrl+F> for valid location codes.
The receipt number automatically increments by one for each new receipt entered.
Cash Tendered
Enter the amount of cash received.
Enter 'OC' if you would like to use the amount from one or more open credits. The system will search for all open credits for the customer and then allow you to select one or more open credits from within a window displayed over the entry screen. The total amount selected will automatically appear after the cash tendered prompt and the open credits (not cash) will be applied against any invoices selected later.
Item # To Change
- Enter <Enter> or press Next to proceed to the next screen.
- Click into the field you wish to change if changes are to be made.
The following screen appears if cash is entered against a customer account:
Note: The screen will display a window with the message 'Reading In All Invoices' and then display all outstanding invoices for that particular customer.
The outstanding invoices may be prioritized for payment by source code, if the sort code has been set up.
Apply Cash to All Invoices
Click Yes to apply cash to all invoices displayed on the screen.
The following prompt will appear:
Apply to Non Interest Portion First
- Click No <Enter> to apply the cash to the balance of the invoice including interest.
- Click Yes to apply the cash to the invoices excluding interest. The system will take leftover any leftover cash and start applying it to interest due on the invoices. NOTE: Customers not using interest can answer this prompt either way.
The cash will distribute over the invoices from the top to the bottom until all cash is used.
Click No <Enter> to apply the cash individually to invoices or to apply on customer's account.
Save/Cancel/Page #/Invoice #/##
Click Save to accept the distributions of cash. If all cash has NOT been applied to the invoices displayed and 'A' is entered, the system will prompt:
Apply undistributed cash on account?
Click No to go back. This will allow you to apply the cash to a particular invoice.
Click Yes to apply the cash to the customer's account - no particular invoice.
Click Cancel to cancel the entry in its entirety.
Page down to display invoices from another page.
Click into the Payment filed for the invocie number you would like to apply cash.
Note: The arrow keys may be used to move up and down the payment column to make changes. Use the Apply Balance button key to put in the balance of the invoices. Use the Balance Less Interest button to put in the balance of the invoice less interest.
Note: If you are not using interest, you can use either the Apply Balance or Balance Less Interest.
The following screen appears if cash is entered against a miscellaneous customer:
Source
You will be prompted for a valid source code. Press <Ctrl+F> to select from a list of valid source codes. The default source code will be "CE" for cash entry. If the source code you choose is a grant or donation source code, an additional pop up will be displayed.
Customer Name
Enter the customer name to be associated with this receipt. This customer name should not be a customer on the customer file - they should be entered as a regular cash receipt against that customer's account. Press <Ctrl+F> to determine if the miscellaneous customer already exists.
If the source code entered has a revenue type of 'D' for donation or Accounts Receivable profile MISC CUSTOMER ADDRESS ENTRY is set to 'Y' a window will be displayed prompting you for the miscellaneous customer address.
Description
Enter a description to be associated with this receipt.
Grant/Donation
If The Source Code Entered Has A Revenue Type Of 'D' For Donation The Following Window Will Be Displayed
Donation Type
- Click Cash if the donation is a cash donation.
- Click Property if the donation is a property donation (gift in kind).
Cash Donation
For cash donations you can enter up to four separate distributions for the cash.
Purpose Of Donation
Enter a valid donation purpose defined in the Donation Purpose Database. Press <Ctrl+F> to select from a list of valid donation purposes.
Entry of a blank will terminate entry.
Amount
Enter the donation amount. The sum of all donations MUST equal the total cash tendered on the first screen. The bottom of the Donation Entry window will display the total cash and the remaining amount to distribute.
Description
Enter the description of the donation.
Click OK to accept the cash donation information entered.
Click Insert to enter a new cash donation line.
Click Modify to modify the current cash donation line.
Click Delete to delete the current cash donation line.
Property Donation
Description Of Property
Enter the description of the property being donated. The maximum field size is 100 characters. This field is mandatory.
Appraiser
Enter the name of the person/company who performed the appraisal of the property. This field is mandatory.
Address
Enter the address of the appraiser.
Postal Code
Enter the postal code of the appraiser.
Grant Donation
If The Source Code Entered Has A Revenue Type Of 'G' For Grant The Following Window Will Be Displayed
Grant Type
Enter a valid grant type defined in the grant type database. Press <Ctrl+F> to select from a list of valid grants.
Department
Enter the name of department receiving the grant.
Description Of Grant
Enter a description of the grant (maximum 100 characters).
The system will display the customer account number and name the cash receipt date and number, the payment type and the amount of cash received.
01 CD
Enter a valid miscellaneous cash code as set up in the data base. If miscellaneous cash codes are set up in the data base, the system will display the GL account number, description and amount as entered in the data base.
If entering cash that does not have a cash code set up in the data base, enter <Enter> and the system will prompt for a valid general ledger account number. The system will display the description belonging to the account number.
Enter the dollar amount to be applied to the general ledger account number. The system will then prompt for GST.
GST AMOUNT: 35.00
The GST is calculated based on the GL tax code. This amount can be overwritten by re-keying a different amount. This amount cannot be less than 0 or more than the total cash received. If there is no GST on the entry, clear the field and say OK. Continue entering the general ledger account number and cash until all cash has been disbursed.
NOTE: The cash displayed at the top of the screen will show the amount of cash still to be applied. The total GST will be displayed in the bottom left-hand corner.
For Property Donations Only (Gift In Kind)
Use the keyword 'GK' under the CODE field to enter the asset or expense account to be charged. The amount entered to the account MUST be entered as a negative. You MUST have a minimum of one entry using the 'GK' code.
Note: For other types of Miscellaneous Cash Receipt Entry the system automatically makes the clearing to the bank general ledger for you. In the case of property donations, the bank general ledger is not affected.
The entries made to the 'GK' code will not affect the cash receipt total field (top of screen), but the total dollar amount distributed to this code MUST add up to the cash receipt total. After the entry is done to the asset/expense account, enter the GL (gift/donation account) for this receipt to be charged to. The total of these entries must also equal the cash receipt total.
Print receipt?
- Click No to go back to the customer number prompt without printing a receipt.
- Click Yes to print receipt.
- Click Open PDF to open PDF
The following screen will appear:
Enter Format #
Enter the number of the receipt format you wish to print.
If the source code entered has a default receipt print format defined it will appear as the default.
Note: The receipt format must be set up through the System Maintenance Menu Accounts Receivable FORMS PARAMETERS. If the receipt format selected has a default print device assigned to it, the device will appear in the batch queue banner.