Entering Miscellaneous Cash Receipts

Select Cash Receipts Entry from the Cash Receipts Menu
Starting with the 1 Detail Tab, Enter the Batch ID. To enter a new batch id, enter the letter "N", press the New Button in the Command Panel or manually enter any alphanumeric batch ID. Each batch number must be unique, as it is used to recall the batch for posting or editing.
Enter your Clerk ID. Press Enter to default to the current clerk logged in. For a listing of valid Clerk ID’s, use the F6 Key or click on the List F6 in the Command Panel.
Deposit Date- Enter the Deposit Date or press Enter to default to the current date. This date usually corresponds to the actual bank deposit date.
GL Effective Date- Enter the Effective Date of this batch or press Enter to default to 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 99999 to enter a miscellaneous cash receipt. You will be prompted to enter the name on the check or payment once the Reference Number is entered.
Reference Number - Enter a Check or reference Number; this is a required entry.

Note: Check numbers for each miscellaneous entry must be unique. For example, the system will not allow the entry of check #101 more than once; if you enter check #101 on a second miscellaneous receipt, the system will change the entry to 101_1.

Pay Type- If the pay type has been entered in the Account Receivable parameters the pay type will default.
To choose a different pay type, either press the F6 Key or click on the List F6 in the Command Panel. This is a required field.
Amount - Enter the total Check or Payment Amount. This is a required field.
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 is a required field. To see a list of Cash Receipt Codes, either press the F6 Key or click on the List F6 in the Command Panel. Cash Receipt Codes are maintained in the Cash Receipts Menu. The Cash Receipt Code allows you to maintain the cash account in your Cash Receipts transactions.
Update Transactions- Update the transaction by clicking the Update button in the bottom right hand corner of the window.

--Review Transactions--

A Summary of transactions for the specified batch can be reviewed by clicking on the 2 Summary Tab at the top of the screen. To review a particular transaction from the batch, double click the transaction. The GL Detail F6 becomes available in the Command Panel when you click on a transaction in the Summary window.
Click the 3 G/L Distribution Tab to review the accounting for all transactions in the batch. The GL Distribution is a read only screen. To modify, change the Cash Receipt Code.

--Printing a Cash Receipt—

Prerequisite: The Print Receipt button will only be active if a layout is defined in the A/R Parameters. It will only be active on the Detail Tab of the Cash Receipts form.

In order to Print a Cash Receipt, you must first Post your Cash Receipts Batch.
Once the Cash Receipts batch is posted, press the Print Receipt button from the Command Panel.
The Cash Receipt will print to a default 80-column receipt. Our programming staff can design custom receipts. Please inquire with our support technicians for a custom receipt quote.

Note: If the Cash Receipt batch has receipts for more than one customer, then the default to print a receipt is for ALL customers on the form. If you only want to print a receipt for one customer at a time, then go to Tab 2 and select the customer (that will bring the customer to the Detail screen, Tab 1). Then from the Detail Tab, click the Print Receipt button. Only that customer in the Detail screen will be printed.