Cash Receipts Entry is used to enter cash receipts into the system without applying the payments to the invoices.  This is one of two ways to enter payments into the system.  The other is through Cash Receipts Application.

This option is used to post customer and miscellaneous checks into the system. It is also considered the first step in applying cash to customer invoices or posting cash on-account.  For non-A/R checks received, such as, vendor refunds, utility refunds, tax returns, etc, we suggest the use of a house customer account.  Using a house customer account keeps all non-A/R cash receipts in the system under one customer should reconciliation be required on a particular non-A/R cash receipt.

Cash Receipts Entry is a separate option to applying the receipt of checks, cash, or payments. "Posting" and "applying" are broken into separate functions because they may be performed by different operators and are sometimes completed at different times.

Below is a sample cash receipts entry screen:

Entry Setups

Bank Code. Enter the bank code to be used for this cash transaction. Verify the G/L cash account shown.

Customer.  Enter the customer number of the customer who sent the cash receipt.  Review the customer number entered to ensure accuracy.  To continue, press Enter.  The system prompt will read Enter=Accept Customer or F4=End.  To accept the customer as entered, press Enter.  To return to the Customer field to enter a different customer number, press F4. 

It is possible to assign the invoice and/or sales for one customer to another customer.  This is usually the case when dealing with a corporate customer that has nexus, or branches, in many different locations.  The invoices are printed to the corporate customer but the sales may stay with the nexus.  When the nexus customer number is entered into Cash Receipts Entry, the system prompt will read A/R Customer is – XXXXXX – Enter=Accept A/R Customer, F4=New Customer.  To accept the A/R customer as entered on the customer More screen, press Enter.  The system will automatically enter the A/R customer number for the customer entered by the A/R operator.

Check Number.  This is the customer's check number.  Enter the check number accurately with all characters.  Blank check numbers are now allowed.  The system file, or sorts, the check number based on a six-digit number.  For uniformity in filing, it is suggested that a six-digit check number be used.  For credit card payments to A/R, use the authorization number from the credit card transaction, which is also a six-digit number.

It is very important that a duplicate check number not be entered for a particular customer number.  Check numbers must be unique.  A duplicate check number will overwrite the first check number.  The first check number will only be visible on the customer on the Cash Receipts Register from its original entry.

Reference. This is a text field where any notations concerning the cash receipt can be entered. It is suggested that, if room permits, the invoice number(s) paid be entered.

Amount.  Enter the amount of the check.  This entry MUST be accurate.

After entering the check amount, the system prompt will read Enter Line # to Change, D=Delete, F4=End. To modify the reference or the amount entered, enter the line number and enter the changes. Check numbers may not be modified.  To change a check number, enter "D" to delete the entire check and reenter with the correct check number.

To enter another check to this customer, press F4 to return to the Check Number field.  To enter another customer number, press F4 again to return to the Customer field.

To exit the program and return to the A/R menu, press F4 on the Customer field.