Running the Cash Receipts Journal

Use the Cash Receipts Journal to keep track of your company's credits and receivables. You can produce this report in a variety of formats to accommodate different reconciliation procedures.

For example, if your company has a sales counter or a showroom where employees take payments or deposits, you need to be able to reconcile the collections with expected receipts. Each time an employee enters a payment received, this amount shows up in several places. In A/R Ledger, the amount shows as a payment received. In G/L Posting, the amount would show up as a credit to the A/R Ledger, and a debit from the A/R Ledger to the account assigned to the cash box item in the G/L Automatic Postings account. You would run the Cash Receipts Journal to create a summary of all cash received for a certain date and from a certain location.

Because users with the proper authority can change closed transactions, the data on this report is subject to change. Therefore, this report is not for audit purposes.

To run a Cash Receipts Journal:

From the A/R > Reports/Journals menu, select Cash Receipts Journal to display the Cash Receipts Journal window.
In the Branch/Territory field, enter the branch or territory for which to review cash receipts. Enter ALL to review cash receipts for all branches and territories.
In the Start Date field, enter the first date in a range of dates for which to review cash receipts. The system populates this field with today's date, but you can change it, if needed.
In the End Date field, enter the last date in a range of dates for which to review cash receipts.
In the Break on Periods field, indicate whether to produce separate reports for each end-of-month date that occurs between the start and end dates on this report. No is the default.
To run a report for only those cash or miscellaneous cash receipts with a particular batch ID, in the Batch ID field, enter the batch ID here; otherwise, leave this field blank.
In the Sort By field, enter one of the following to determine how to sort the report:

Date - Sorts the report by the dates of the cash receipts. This is the default.
Bank - Sorts the report by the bank to which the cash was applied.

To include cash receipts for a specific release number, in the S/O Customer Release # field, enter the number. To include cash receipts for several release numbers, click the Multiple Items button to display the Release Numbers window. For more information, see Common Buttons Used to Search and Select.

To include cash receipts for a specific P/O number, in the S/O Customer P/O # field, enter the number. To include cash receipts for several P/O numbers, click the Multiple Items button to display the P/O Numbers window. For more information, see Common Buttons Used to Search and Select.

To include cash receipts for a ship-to customer, in the S/O Ship-To Customer field, enter the customer's name. To include cash receipts for several ship-to customers, click the Multiple Items button to display the Customers window. For more information, see Common Buttons Used to Search and Select.

To include a specific Cash G/L Account, enter the account name in the Cash G/L Account field. This field is validated using the Auto Cash Multi Lockboxcontrol maintenance record when there are multiple lockbox transactions in a day. Leave the field blank to run for all accounts.
In the Services Charges field, select whether to include service charges. The default is Include.
In the Options area, select one of the following options to determine the type of receipts to include in the report:

Regular - Includes all cash receipts. This is the default value.
Misc - Includes all miscellaneous cash receipts.
Both - Includes all cash and miscellaneous receipts.

In the Types area, select one of the following options to determine the level of detail to include on the report:

Summary - Shows aging totals for each customer, followed by grand totals for all customers. This is the default value.
Detail - Shows all invoices and cash receipts for each customer, followed by the invoice date, check date, aging totals for that customer, disbursements, subledger information, and grand totals for all customers displayed.
Totals - Shows only cash receipts that have not been applied to an unpaid invoice. This level of detail does not display unapplied credits.

Set options, if needed, and generate the report.

What this Journal Report Shows

The following information displays on the Cash Receipts Journal depending on the options you select as indicated above:

Column	Description
Bank Account	The account name or bank name to which the journal entry was applied.
Batch #	The check batch number, if any, in which the payment was included.
Check Date	The date the check was written.
Check #	The check number physically printed on the check.
Cust #	The customer ID as listed in Customer Maintenance.
Received For / From	The customer who made the payment or who the payment was made for.
BR	The branch where the transaction occurred.
Cash	The amount of cash paid.
AR	The amount reduced from accounts receivable.
Discount	Any discount given for the payment.
Misc. Account	The account to which any adjustments are applied.
SubLedger	Any subledger account for any adjustments for the cash receipt.