Entering Batch Cash Receipts

Use the batch cash receipts function to process your cash receipts when you have large accounts with many open accounts receivables and cash receipts. This function speeds up your processing of these receipts, and provides you with a single receipt for each customer that you enter, regardless of how many invoices that you process for that customer.

To enter a batch of cash receipts:

1. From the A/R menu, select Batch Cash Receipts to display the Batch Cash Receipts Entry screen.

2. In the Payment Date field, the system populates the field with the current date as the date the cash is received. If you are making a late entry for a previous date, you can enter that date, however, the payment date cannot be earlier than the closed cash receipts or audit accounting date.

If the date on the invoice is greater than the payment date of the cash receipt, you receive a warning indicating that there are invoices with future dates. There may have been activity against the future dated invoices and if are dealing with any of these future dated invoices, the system asks you to confirm the open balances.

3. In the Batch# field, enter a user-defined number that can be referenced if multiple entries are made during the same day or if multiple clerks make entries. This can be useful because the cash receipts journal sorts and subtotals by batch number, however this is an optional field.

4. In the Branch field, enter the name of a branch to determine which branch's G/L account will be credited with the amount of cash entered. Any cash left unapplied also goes to this branch.

5. In the Bank field, one of the following occurs:

• If you do not have more than one account listed in the G/L Automatic Postings program's Cash Account item, this field defaults to the sole cash account assignment.

• If you do have more than one account listed in the G/L Automatic Postings program's Cash Account item, select from the list of banks displayed.

6. In the Deposit Amt field, enter the total mount of the cash received.

7. In the Applied Amt field, the system populates this field with the amount that has been reconciled.

8. In the Difference field, the system populates this field with the difference between the Deposit Amt field and the Applied Amt field. This field must equal zero before you can post the receipts. You can adjust the amounts in either the Deposit Amt field, or the App Amt field.

Note: If you press Esc at this point in the task, the system assumes that you are ready to post. You must complete the necessary remaining information on this screen before the system allows you to post.

9. In the Invoice # field, enter the number associated with the invoice.

10. In the Customer field, enter the name of the customer account to which the cash receipt is to be posted. If you do not remember the complete customer's name, do one of the following to display a list to select from:

• Press F10 to display a user Quick Access List of your customers.

• Enter part of a customer's name to display the Customer Primary Index (Active), which contains the names of all active customers. From that list, press F10 again to display the Customer Primary List (Inactive). A prompt displays, asking you to confirm the activation of this customer. The ability to activate inactive customers is based on the setting for the Display Customers/Vendors Who Are Inactive At A Branch control maintenance record and the CUST.BR.AUTH.ONETIME, and CUST.BR.AUTH.OVRD authorization keys.

Note: You can leave an unapplied amount without specifying an invoice, but you must specify the customer. After entering the header information, steps one through eight, when the cursor is on the Invoice # field, press the Tab key to move to the Customer field and enter the customer's name that you wish to leave an unapplied amount. Then press Enter to display a selection list of invoices and amounts. Select the unapplied amount from the display menu, and then press Enter again. The Invoice # column now displays Unapplied and the App Amt column reflects the unapplied amount.

11. In the Check# field, enter the check number or some other notation to assist in identifying the payment on reports and inquiries.

12. In the Open Amt field, the system populates this field with the open amount on the customer's invoice.

13. In the Disc Amt field, enter the amount of the discount to be applied to the corresponding invoice. Typically, discounts are figured when you use the Spacebar or a hot key to make cash receipt applications. Therefore, manually entering data is usually done for override purposes, such as allowing a discount after the discount date. When you manually apply a discount amount, the remaining cash will applies.

14. In the App Amt field, enter the amount of the check that was received for that line item.

15. In the Stat field, press F10 to select from a list of user-defined status codes. This is an optional field. These codes are defined in the Valid Customer Invoice Status Codes control maintenance record.

16. Use any of the following hot keys to view and adjust the displayed information :

17. Press Esc to post a cash receipt for each customer on the list. This receipt can be viewed on the Automatic Cash Receipts Review Queue. For more information, see Viewing the Cash Receipts Review Queue.

See Also:

Entering Cash Receipts

Cash Receipts Overview