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Applying Cash Receipt To Both AR Invoices And AP Invoice/Credit Memos

APPLYING CASH RECEIPT TO BOTH AR INVOICES AND AP INVOICE/CREDIT MEMOS.

The purpose of this document is to walk through the process of applying a cash receipt that needs to be applied to Accounts Payable Invoices/Credit Memos and/or Accounts Receivable Invoices.

  1. First Requirement is that the Customer and the Vendor files are tied together. This is done through File Maintenance – Customers – bring up the customer that is also a vendor and enter the vendor ID # in the Shipping Address section.
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  2. Before beginning the cash receipt entry process you need to verify that all items that need to be applied to Accounts Payable invoices/credit memos are entered and posted into Accounts Payable. Failure to do this BEFORE starting the cash receipt process will result in issues arising in the Cash Receipt entry process.
  3. Create your cash receipt batch – entering the customer ID # and the check # received. In the Action box select “Apply to Invoice”.   Right click in the Document box and select  “AP Transactions (see screen shot below)”.  Next right click in the A/P Invoice ID box and select “List A/P Invoices” first and select any A/P invoices paid with the cash receipt..  This will bring up a grid showing the open Invoices in accounts payable.  Select the item(s) paid with the cash receipt.  Save your selection.   Each invoice needs to be saved separately.  On the next row of your Action Grid – Select Apply to Invoice and right click in the Document Box and again select “AP Transactions” and this time select “List Debit Memos” and select the credit(s) included in the check.
    • Note – I strongly suggest selecting each A/P record and saving after each one so that each A/P record is showing as a separate transaction in your Action grid. This allows for a cleaner transaction path to be created for each A/P transaction included in the cash receipt.   When an A/P record is selected in the Cash Receipt process, DockMaster moves this transaction to Accounts Receivable and assigns it an A/R Invoice ID number.   If you move each one separately then each A/P invoice/credit memo will be assigned a separate A/R invoice.   If you select more than one A/P invoice/credit memo at one time to populate the A/P selection grid then ALL of your selection will be reclassed into ONE A/R Invoice.
    • Also note that if you cancel out of the cash receipt entry process after you have selected A/P items, DockMaster STILL moves the A/P transactions to Accounts Receivable. So if you start the cash receipt entry over – the A/P transactions selected the first time will now be showing in Accounts Receivable NOT Accounts Payable.
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**If at any point you run into any issues, feel free to email [email protected] for assistance.**