EditPurpose
To enter a customer's payments, key invoices, and bad debt.
EditLocations Used
Accounting
EditOverview
At this point the customer’s order has shipped, the customer has been sent an invoice, and the invoice has been posted for payment to the billing account with Accounts Receivable.
To process a payment that the customer has sent, make the menu selection
Accounting⇒Accounts Receivable⇒Cash Receipts Entry from the navigation bar.
Enter the customer number for the customer that you would like to record payment from. Or click on the search icon to bring up the search window. Once a valid customer number is entered, the bottom portion of the screen will be updated to display the Accounts Receivable information for that customer.
 Cash Receipts Entry |
The Invoices area of the page displays all the open invoices that are still waiting for payment. You can also display only the invoice that you are interested in by entering the invoice number at the top right, in the
Invoice # input field, and click on the
GO button.
EditReceiving Payments
1.
Customer Name - This non-editable field is the name of the customer that this account belongs to.
2.
Terms - This non-editable field is the payment terms for this customer.
3.
Check # * - Enter the check number of the payment that you received from the customer.
4.
Payment Amt* - Enter the amount that the check was written for. Once you enter the payment amount, the “Unapplied Amt” field will be updated to show that amount in red text.
5.
Check Date* - Enter the date that the check was received. By default, this input field is automatically filled in with the current date. You can type in a different date or make a selection from the calendar icon.
6.
Cash G/L - Select the general ledger account that will be used for the payment transactions.
7.
Memo - Enter a memo or note for this customer's account.
8.
Open Balance - This is non-editable field is the open amount, in other words the amount still owed on the account.
9.
Current Balance – This non-editable field displays the current amount owed on the account. The amount will automatically update as payment amounts are entered for invoices.
10.
Unapplied Amount – This non-editable field displays the currently unapplied amount from the check received.
The amount will automatically update as payment amounts are entered for invoices.
 Apply payment amounts |
11.
Payment - Under the Payment column of the Invoices list, fill in the amounts for the invoices that the check is paying for. You can apply payments to as many invoices as needed. The amount under the Current column for a paid invoice is also updated to display what remains to be paid for that invoice.
12.
Adjustments - To make adjustments to an invoice, click on the green circled "+" for that invoice on the Invoices List. Refer to the section below regarding adjustments.
13. Click on the
CANCEL button to discard any changes you have entered into cash receipts. Otherwise click on the
ACCEPT button to apply payment amounts to the invoices you've selected. A confirmation window will come up asking “Are you are sure you wish to submit these payments?” Click on the OK button and message with a Payment ID will be displayed; record the Payment ID for future reference. You can now continue to enter the next check payment. If the invoice you paid was paid in full, it will continue to show under the Invoices list for Cash Receipts Entry with a “Current” amount of $0.00 until the payment is posted.
To post your invoices, make the menu selection
Accounting⇒Account Receivables⇒Cash Receipts Register Post from the navigation bar.
NOTE: After posting, you will not be able to edit an invoice payment. Refer to the section "Accounts Receivable: Cash Receipts Register Post" for more information on this topic.
EditAdjustments
To key payments, apply discounts, sales tax, bad debt, shipping charges, etc., click on the green circled "+" for that invoice on the Invoices List. The Adjustment popup window will appear.
 Cash Receipts Entry - adjustments |
If there are any adjustments currently being applied to the invoice, they will be listed at the top of the window.
1. GL Code* - Select the code that corresponds with your adjustment (sales tax, bad debt, shipping, pricing etc.).
2. Description - If desired, elaborate on the adjustment by entering a description.
3. Amount* - Enter the amount that you wish to adjust or key. If you are doing a credit amount, remember to use the "-" symbol in front of the amount.
4. Click on the SAVE button to apply the adjustment to the invoice. Or click on the CANCEL button to discard your changes.
5. To enter multiple adjustments, repeat steps 1 thru 4 for each adjustment. You can enter up to 3 adjustments.
6. To edit an adjustment, click on the pencil icon for that adjustment entry.
7. To delete an adjustment, click on the delete icon (red circled "x") for that adjustment entry.