Cash Receipts Entry

From the menu select Accounts Receivable > Cash Receipts > Cash Receipts Entry

Purpose Cash Receipts Entry is used to apply customer payments against an A/R account and post miscellaneous payments for non-customer related activity. This program can apply payments made by cash, check, credit card & ACH with WorldPay integration and many other pay types.

Payments may be applied against multiple open invoices, applied as an "On Account" credit memo, applied to a Storage Proposal, Boat Sale Deposit, Key Deposit, Reservation Deposit, Special Order Deposit, Wait List Deposit or Work Order Deposit. Payments can also be applied to A/P debit memos.

--Entering a Cash Receipt--

Batch ID - Enter the letter ‘N’ or click the New button to generate a NEW Batch Number or manually enter any numeric batch ID. Each batch number must be unique, as it is used to recall the batch for posting or editing. If you are editing an existing batch, enter the batch number.
Clerk ID - Enter a clerk id or enter through the field to accept the default current clerk logged in.
Deposit Date - Enter the Deposit Date or enter through the field to accept the current date. This date usually corresponds to the actual bank deposit date.
G/L Effective Date - Enter the Effective Date of this batch or enter through the field to accept the current date. This date will determine the General Ledger posting date. For example, you are entering cash receipts on May 1, however, the actual bank deposit was made on April 30. The G/L effective date would be April 30. If a May date is entered the cash receipt transaction will post as a May transaction in the General Ledger.
Customer ID- Enter a valid Customer ID.
Reference Number - Enter a Check or reference Number. The entry can be alphanumeric with a maximum of 10 characters. If you want the system to create a reference number, enter "n" and Enter. The reference number field is a required entry.

Note: Reference numbers for each entry must be unique. If the same reference number is used more than once, a message will display "This receipt was posted in batch xxxx. Would you like to reverse this receipt?" An answer of Yes will reverse the original receipt. An entry of No will clear the Reference Number field. A posted receipt cannot be reversed.

Pay Type- Accept the default pay type or select a new one. To select a stored profile press F7. This is a required field.
Amount - Enter the total Check or Payment Amount. This is a required field.
Unapplied Amount – The amount displayed in this field defaults automatically based on the actions entered in the batch. This field is not maintainable.
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.
Cash Receipt Code- This field is skipped; unless a 99999 Misc. customer is entered indicating a non Accounts Receivable cash receipt. See Entering Misc. Cash Receipts for more help.
Balance – This field displays the customer’s current account balance. This field is not maintainable.
Routing Number - If paying by ACH enter the routing number for the customers bank here.
Check No - Enter the check number to be used for ACH here
Credit Card Number – If paying by credit card enter the card number here. The last four digits of the credit card number will display in the Last Four Digits prompt.
CVV Number – The Credit Card Verification Value is used only by WorldPay. This number is not stored in DockMaster.
Credit Card Expiration - Enter the credit card expiration date. If the information is stored on the customer’s file, it will be displayed automatically. If the date is expired, you will receive a message that the Credit Card Authorization has failed.
Address - The customer’s address that is on the customer file displays. If the address is missing, you can add it here, but will not update the customer file when saved.
Postal Code -The customer’s postal code that is on the customer file displays. If the postal code is missing, you can add it here, but will not update the customer file when saved.
Authorization Number – The authorization number will be assigned by WorldPay when the credit card is approved.

--Cash Receipts Action Grid--

The Cash Receipts Action Grid gives you the option of selecting from several different Cash Receipt Actions. These Actions include:

Apply to Invoice
Boat Sales Deposit
Key Deposit
On Account
Reservations Deposit
Special Order Deposit
Storage Deposit
Wait List Deposit
Work Order Deposit

Each action requires specific information in the Document Field in order to complete the transaction. Please refer to the grid below for the Document requirements for each Action:

Action	Document Required
Apply to Invoice	Valid Invoices on file
Boat Sales Deposit	Boat Sales Contract on file
Key Deposit	Boat in the Customer Boat File
On Account	Nothing
Reservations Deposit	Valid Reservation on file
Special Order Deposit	Valid Special Order on file
Storage Deposit	Boat in the Customer Boat File
Wait List Deposit	Customer must be Wait Listed
Work Order Deposit	Valid Work order on file

When the Action column is selected (either by clicking with your mouse or by pressing Enter through the customer information in the detail tab) you will have the following options in the Command Panel:
- Delete Row F7- This will allow you to delete a row of information from the grid
- Invoice Inquiry F8- This will allow you to inquire on an A/R invoice
- Auto Select sF7- This will select the oldest invoices first
To get a list of valid Actions, click the down arrow in the Action column.
To move from one cell to another within the grid, use either the Enter key or the Right Arrow.
The Document Field is a required field for all Actions except the On Account. Please refer to the table above to see what is required for each type of Action.
Discount - Enter the amount to be debited for any discounts allowed for prompt payment. The discount applies to invoices only.
Adjustment Code-The Adjustment Code is valid with Invoices only. For additional help on how to do an Invoice Adjustment, please refer to the section on "Invoice Adjustment" and "Invoice Adjustment Codes"
Adjustment Amount- Enter the amount the invoice will be adjusted. A Positive entry will increase the invoice balance. A Negative entry will decrease the invoice balance. Negative (credit) entries must begin with a minus sign. The debit and credit accounts will appear automatically upon entry of an adjustment amount. However, the accounting involved will differ depending on whether the amount entered was positive or negative.
When all entries have been made for this batch, click on the Update/authorize button in the bottom right hand corner of the screen. The Update/Authorize button will verify the information in the Detail Tab is correct and transfer the transaction to the Summary section.

Note: If a credit card, ACH account, or stored profile was entered for the pay type, then the update button will change to state Authorize and the transaction will process immediately. If the transaction is deleted from the batch it will then attempt to void the processed transaction if the credit card batch has not been processed. Otherwise the transaction will be processed as a credit to the customer's Card, ACH account, or stored profile.

Press the Save button from the Command Panel to save the cash receipts batch. Once all transactions have been added to the Cash Receipts batch, the batch be posted, using the Post button from the Command Panel.