Skip to main content

Applying Cash Receipts to Customer Accounts

Applying Cash Receipts to Customer Accounts​

Notes & Hints:

  • There are multiple ways to apply customer payments in the Cash Receipts Entry screen. Payments may be applied against multiple open invoices, applied as an "On Account" credit memo, applied to a Storage Proposal, and applied to A/P debit memos. Miscellaneous receipts will require a posting G/L account to offset the debit cash account. This is handled with the Cash Receipt Code.
  • The field labeled Number of Receipts displays a running total of the cash receipt entries in the current batch. This field cannot be modified.
  • The field marked Total of Receipts displays a running total of all check amounts entered in the current batch. This field cannot be modified.
  • To begin a new cash receipt entry, be sure your cursor is in the Customer Id field. The Clerk Id, Deposit Date and GL effective date will not change, unless you change them manually. If your cursor is not in the Customer Id field, you can click the Clear button to refresh your screen.
  • Customer ID - Enter a Customer ID. If you don’t know the customer’s number, you can cross-reference on the customer’s last name.
  • Press F6 to list the Customer File
  • Press F7 to list the checks already entered in this batch
  • Press F8 to create a Customer from the Prospect File
  • Enter 99999 to enter a miscellaneous cash receipt
  • Reference Number - Enter a Check or Reference Number; this is a required entry.
  • Press F6 to list the posted receipts for this customer.
  • Press F7 to list the receipts already entered in this batch.

Note: Check numbers for each customer must be unique. For example, the system will not allow the entry of check #101 for customer Joe Smith more than once. If the payment is cash rather than a check, a unique check number must still be entered. The entry of the word "CASH" for a check number is only accepted one time for each customer. A better solution is to use unique receipt numbers for cash payments (i.e. payment date).

An error message is displayed if a duplicate check or reference number is encountered:

This receipt was posted in batch "123" Would you like to reverse this receipt?

You must enter a unique reference number to continue. Note: The Customer Check Inquiry program can be used later to review invoices paid with a specific check number. This option is found in the A/R Inquiry Menu.

  • Amount - Enter the total Check or Payment Amount.
  • Description - Enter a Description for the cash receipt or bypass this prompt. The default description that will print on the customer’s monthly statement is Payment Applied.
  • Click in the Action column in the grid to apply monies to a customer’s account.
  • To apply payment against the customer’s account, select the "On Account" from the drop down menu. You can also type "O" to bring up the On Account selection. Press Enter to continue.
  • Document- When applying money against a customer’s account balance, it is not necessary to fill in the Document field. Press Enter to continue.
  • Amount- The amount should default from the amount entered in the information above. Press Enter to continue.
  • Discount - Enter a Discount amount or accept the default amount if the customer has a purchase discount maintained in his Customer File. Note: Reference the Customer File program regarding customer payment terms and discount percentages.
  • Adjustment Code- The Adjustment Code field can be skipped when doing an "On Account" transaction. Press Enter to continue.
  • Adjustment Amount- The Adjustment Amount field can be skipped when doing an "On Account" transaction. Press Enter to continue.
  • When all entries have been made for this batch, click on the Update button in the bottom right hand corner of the screen. Selecting Update will confirm that all transactions have been entered correctly and update the 2 Summary Tab
  • Click the Save button in the Command Panel to save the receipt entry. The following items must balance to allow you to accept and save the entry.
  • The G/L Distribution must balance
  • Unapplied Amount must be zero. The field marked Unapplied Amount displays the dollar amount remaining to be applied to invoices for the current check. This field cannot be edited.