Entering Cash Receipts

Select Accounts Receivable (option # 30 from the main menu)

Select Cash Receipts Entry (option # 30 from the Accounts Receivable menu)

At the “batch” prompt, press <enter> and the system will assign a batch number. Type ? <enter> to display a list of suspended cash receipts batches.

At the “bank” prompt, type the bank number you are depositing into and press <enter>.

At the “deposit date” prompt, type the date of the bank deposit and press <enter>. The system will default to today’s date.

At the “effective date” prompt, type the date you want to record on the customer’s account and press <enter>. The system will default to the deposit date.

At the “control” prompt, type the amount of the deposit and press <enter>. This will be used to reconcile the accuracy of your entries.

At the “invoice” prompt, you have several options by which to process the payment. Type ? <enter> to see the following options.

  • Enter an invoice to pay, or “invoice/X” to exempt an invoice from a blanket payment.
  • /B = Enter a blanket payment. This is the preferred method when a customer is paying by statement.
  • /M = Enter non-receivables cash. This is used when you are depositing money received for items other than Accounts Receivable.
  • /U = Enter an unapplied payment. This is used when you have received a payment that does not apply to any specific invoices/credits.
  • /R = Enter a returned check. This is used when a check is returned by the bank (NSF).
  • /S = Select by invoice. This is used when a customer is not paying by statement but is paying specific invoices.
  • /I = List open invoices by customer.
  • /A = Perform A/R Inquiry.
  • /C = Find a COD Invoice. This is used when you receive a check for a COD shipment and are not sure of the invoice or customer number.
  • /D = Enter a duplicate payment.
  • /DM = Enter debit memo.
  • /E = Exit.

IF THE CUSTOMER IS PAYING BY STATEMENT:

At the “invoice” prompt, type /B (blanket payment) <enter>.

At the “customer” prompt, type the customer number <enter>.

At the “catgy” prompt, press <enter> if the customer is paying on his regular purchases as opposed to his dating purchases. Category 01 items are regular purchases and category 02 items are dating purchases not due in the current period.

At the low due date prompt, type the date that represents the earliest due date for which you are applying cash and press <enter>. This can usually be the default date that the system puts into this field. Change it if needed.

At the highest due date prompt, type the date that represents the highest due date for which you are applying cash and press <enter>. This is usually the due date from the last statement (example: the 25th of the current month).

At the “payment amount” prompt, the system will display the amount due. If this is correct press <enter> If this does not agree with what the customer is paying, then change the payment amount and press <enter>.

At the reference prompt, type the customer’s check number and press <enter>. If you are using the online credit card authorization feature of Codis and the customer is paying by credit card then type “CCARD” at the “reference” prompt.

The system will process a credit card sale immediately in the amount you entered at the “payment amount” prompt.

At the discount prompt, the system will display the allowable discount based on the dates previously entered. If this is correct, press <enter>. If the customer is taking a discount other than that displayed and you are allowing it, then change the amount and press <enter>.

If the customer is paying according to the statement and the due dates were entered correctly then the payment and discount amounts displayed should be correct.

At the other credits on account? (Y/N=<CR>) prompt, press <enter>. The payment is finished and you are prompted for the next customer.

IF THE CUSTOMER IS PAYING ON ACCOUNT ( no specific invoice):

At the “invoice” prompt, type /U <enter>.

At the “customer” prompt, type the customer number <enter>.

At the “payment amount” prompt, type the amount of the payment and press <enter>.

At the “reference” prompt, type the customer’s check number and press <enter>. If you are using the online credit card authorization feature of Codis and the customer is paying by credit card then type “CCARD” at the “reference” prompt.

The system will process a credit card sale immediately in the amount you entered at the “payment amount” prompt.

Enter a description of the transaction when prompted. After entering your text press “<ctrl> Z”.

At the finish transaction prompt, press <enter> if all the information is correct. If the information is incorrect type N <enter> and the transaction will be canceled.

The transaction is finished, the system generates an unapplied payment and you are returned to the “invoice” prompt.

IF THE CUSTOMER IS PAYING BY INVOICE:

At the “invoice” prompt, type /S <enter>.

At the “customer” prompt, type the customer number <enter>.

At the “payment amount” prompt, type the amount of the payment and press <enter>.

At the reference prompt, type the customer’s check number and press <enter>. >. If you are using the online credit card authorization feature of Codis and the customer is paying by credit card then type “CCARD” at the “reference” prompt. The system will process a credit card sale immediately in the amount you entered at the “payment amount” prompt.

At the discount prompt, type the discount amount and press <enter>.

At the other credits on account? (Y/N=<CR>) prompt, press <enter>.

The program will display all open A/R items for the customer selected.

At the option prompt, you have the following:

  • - Displays the previous page.
  • <CR> Displays the next page or finishes the transaction.
  • 0 Selects all the lines on the page for payment.
  • Ln#,ln# Selects the lines specified for payment.
  • Ln#-ln# Selects a range of lines for payment.
  • Ln#.ln# Selects a range of lines for payment.
  • Ln#. Selects the specified line for editing.
  • Ln#/W Selects the specified line for WRITE-OFF.
  • C Cancels the payment.

You can allocate the payment received to the invoices being paid off by typing the line number associated with the invoice(s). However, if a discount is to be applied to an invoice then type the line number associated with the invoice followed by a period (example: 2. for line 2).

The cursor will stop in the “Payment Amt” column on the line number you typed. Type the amount being paid on the invoice. Next, type the amount of discount being allowed on the invoice.

The example shows $13.12 being paid on line #2 with a discount allowed of $.08 thereby paying off the invoice on line 2. It also shows a $19.46 unapplied payment and $.12 discount that remains to be allocated among the open A/R items. Apply the remaining amounts to the respective invoices accordingly.

You may have occasion to receive a short payment on an invoice. When the short pay is within your guidelines of a write-off then you can process the short payment by typing the line number associated with the invoice followed by a period.

At the “Payment Amt” prompt, type the amount being paid on the invoice and press <enter>. At the “Discount Amt” prompt, press <enter>. Type the line number associated with the invoice followed with a “/W”. The program will write-off the balance of the invoice.

To reverse the payment on a specific line type the line number associated with the invoice and press <enter>. The payment will be removed and you can apply the payment to a different line. If you want to change the entry on a specific line type the line number, a period, and press <enter> (example: 4. <enter>).

As you apply the payments, the Unapplied Payment and Unapplied Discount fields will be adjusted to reflect the remaining amounts to be applied. The Total Amount Due field will reflect the remaining amount due as the payment is applied.

If you pay specific invoices and have a remaining amount to be that cannot be applied, the system will generate an unapplied payment for the remaining amount and ask for confirmation. If this is not what you want then do not confirm the transaction. You will return to the transaction to accept, cancel, modify payment, or review the invoices for editing.

POSTING A CHECK OR CASH FOR AN UNKNOWN COD

You have received a check for a COD and don’t know the invoice or customer number. The system will search all COD invoices for you.

At the invoice prompt, type /C <enter> and the system will ask for a low and high invoice date.

Type the low invoice date and press <enter>. Type the high invoice date and press <enter>.

Type the amount of the check or cash and press <enter>.

Type a variance amount and press <enter>. The system will search for a COD amount that is equal to or is within an amount plus or minus the variance. You may not want to enter a variance amount on your first search.

All COD invoices that meet the search criteria will be displayed with line numbers. You can select the item you want to pay and proceed from the payment prompt.

POSTING CASH FOR A NON-RECEIVABLE

You have received a check or cash for an item that is not an accounts receivable item (example: soft drink money, postage, shipping, etc.) and want to deposit it into the bank. You can do this through cash receipts without having to make a manual journal entry.

At the invoice prompt, type /M <enter>.

At the payment prompt, type the payment amount <enter>.

At the reference prompt, type the check number or CASH and press <enter>.

At the description prompt, type a description of the transaction and press <enter>.

At the G/L Account prompt, type the general ledger account number you want to post the transaction to and press <enter>.

At the amount prompt, type the amount you want to post to this general ledger account and press <enter>.

At the description prompt, the system will default to what you have entered at the reference prompt or you may enter something different and press <enter>.

At the Verify prompt, press <enter> or N <enter> if you have made a mistake and want to re-enter the G/L information.

If you are not posting the entire payment amount to one G/L account, then you can enter another G/L account, amount, and description on the next line.

Type <enter> <enter> to finish the transaction.

LISTING A CUSTOMER’S INVOICES FROM CASH RECEIPTS

At the invoice prompt, type /I <enter>.

At the customer number prompt, type the customer number and press <enter>.

The customer’s open A/R items will be displayed with line numbers. You can select an invoice for payment by typing the line number.

A/R INQUIRY FROM CASH RECEIPTS

At the invoice prompt, type /A <enter>.

At the (C)ustomer, (I)tem, or (E)xit prompt, type C <enter> then the customer number <enter> to display A/R items for the specified customer. Type I <enter> and the item number <enter> to display a specific A/R item.

When you have finished entering all payments the control total should match the actual total field located in the top right corner of your screen. Type /P <enter> to post the batch. If they don’t agree you will need to correct the control total if it is wrong. If the control total is correct you should list the posting and review for errors. When you find the incorrect posting, select the line number for deletion and return to the batch and add it back correctly. The control and actual fields will agree once the incorrect postings have been deleted and re-entered correctly.

You can print a copy of the batch by typing Y <enter> at the prompt and then specifying the desired printer.

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