To set up customer information:Post your cash receipts either to bill-to or ship-to accounts, which are specified in Customer Maintenance. If you specify a bill-to customer, you can apply cash to any of that customer's bill-to or ship-to invoices. If you specify a ship-to customer, you can apply cash only to that ship-to's invoices. You must set up the customer information before you can enter cash receipts.
To set up customer information:
From the A/R menu, select Cash Receipts to display the Cash Receipts screen.
Use the Opts hot key to display the Cash Receipts Options screen, where you can the change the display order for cash receipts transactions. This is an optional step.
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.
In the Br field, enter the branch to determine which branch's G/L account is credited with the amount of cash entered. Depending on your control settings, any cash left unapplied will also go to this branch's G/L account.
In the Bank field, one of the following occurs:
If you have only one account listed in the G/L Automatic Postings program's Cash Account item, this field defaults to that account.
If you have more than one account listed in the G/L Automatic Postings program's Cash Account item, select from the list of banks displayed.
The system populates the Payment Date field with 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 G/L closing date for cash receipts or the audit accounting date.
Note: If the entry you select is in a closed G/L period, a message displays indicating that the entry is in a closed period. Press Enter to view the entry in view-only mode.
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. Select the customer and press Enter.
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.
Enter # followed by all or a part of the customer's PO or release number to search the values in the Customer PO or Customer Release # fields on the header of sales orders in the system. Select a customer from the list and select New to enter a new cash receipt.
Enter ! followed by all or part of the check number to search the values in the Check # field of existing cash receipts.
Note: 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.
When you have selected an account, the system populates the following view-only fields:
|
Field |
Description |
|
Total A/R |
The total balance due from the customer. |
|
Future |
The part of the customer's balance that is due but that has not yet appeared on a statement. |
|
Current |
The part of the customer's balance that has been billed and that is due in the current period. |
|
31-60 |
The part of the customer's balance that is between 31 and 60 days overdue. |
|
61-90 |
The part of the customer's balance that is between 61 and 90 days overdue. |
|
Over 90 |
The part of the customer's balance that is over 90 days overdue. |
In the Check# field, enter the check number or some other notation to assist in identifying the payment on reports and inquiries.
In the Amount field, enter the amount of cash received. If the cash receipt is in a foreign currency, use the Currency Exchange hot key ($) to identify the foreign currency. For more information, see Foreign Exchange Rates.
Note that the amount of cash received that you enter in the Amount field might be different from the accounts receivable amount, due to discounts and other adjustments that may be applied to an invoice.
In the Unapplied field, the system populates this field with the amount from the Amount field. This amount reflects the amount of cash received that has not yet been applied to an invoice and is updated as you apply cash to different invoices.
If you attempt to complete the posting by pressing Esc, with an Unapplied amount other than zero, the system warns you that you are leaving an unapplied amount and asks you to confirm that this is what you want to do.
An additional prompt asks you if you want to apply the unapplied amount to your home branch.
Note: The appearance of the second prompt is based on the settings in the Post Unapplied Cash Amounts To The Customer's Home Br control maintenance record.
The Invoice# field displays the open invoices associated with the customer.
Note: You can use the Alt-tilde (~) hot key to display the G/L Postings Viewing screen for the cash receipt that the cursor is on.
Select one of the following ways to apply a cash receipt:
|
Function |
Description |
|
Spacebar |
Applies any available cash and discount to the designated invoice. The cursor moves down to the next line item. |
|
Forward Slash (/) |
Removes any cash application from this line item. |
|
ApplyCr |
Applies all outstanding credit transactions to the oldest outstanding debit. |
|
ApplyOld |
Applies cash received to the oldest open debit transactions until the cash received is used. |
To determine whether the system should apply discounts for this customer, use the No Disct hot key:
If the No Discount hot key is not highlighted, any available discount for this customer is applied upon entry of a cash receipt. This is the default.
If the No Discount hot key is highlighted, any available discount for this customer is not applied upon entry of a cash receipt.
Note: The default setting for this hot key is determined by the Do Not Apply Discounts To Cash Receipts control maintenance record.
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.
The Open Amt field displays the amount of the invoice that has not yet been paid. An asterisk (*) in this field indicates that this line item has a note attached to it. Use the Note hot key to create, view, or edit a note.
The Discount Avail field displays, if any, the discount expiration date and amount available when a cash receipt is applied to the corresponding invoice.
In the Discount field, enter the amount of the discount to be applied to the 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 automatically applies.
In the Cash field, enter the amount of the cash applied to the corresponding invoice. Typically, the cash amount to be applied is calculated when you use the Spacebar or a hot key to make applications. Therefore, manually entering data in this field is usually done for override purposes.
The amount entered in this field is the amount applied from cash only. Other credits to the invoice, such as discount or adjustments, are entered in the Discount field or by using the Adjust hot key, respectively.
The Balance field displays the remaining open amount on the invoice after the discount, cash, and adjustment amounts have been applied.
In the Totals field, the running totals of both the Discount and Cash fields display at the bottom right corner of the screen. The sum of the Cash field total and the Unapplied total equals the Amount total at all times.
When either the ApplyCr or ApplyOldest hot key is used, the transaction listing remains at the first screen even if transactions on other pages have received applied cash. The Discount and Cash totals reflect applications on all transaction, whether or not they are displayed on the current screen page.
Press Esc to post the receipt and have a cash receipt transaction reference number assigned.
Note: Cash receipts are assigned a 10-digit number prefixed with a "C" and suffixed with a three-digit generation of 001. Only one cash receipts generation is possible. The next sequential transaction number is stored in the Control file in the CASH.REC item. You should never change this number unless instructed to do so by Eclipse personnel.
To complete the posting with an unapplied amount other than zero, the system warns you that you are leaving an unapplied amount and asks you to confirm that this is what you want to do.
To abort a transaction before you have pressed Esc, press F12 at any time during the transaction.
No transaction number will be assigned and no changes will be made to that customer's account.
To delete a transaction after you have pressed Esc and while you are still on the Cash Receipts screen, use the Delete hot key when your cursor is on the line item you want to delete.
You will be asked to confirm the deletion before it is removed from that account.
See Also: