Cash Receipts

Purpose:

This form will allow you to enter a new cash payment from an existing customer. You can then apply this payment to a transaction or leave it as a deposit. The Payment total can be applied manually to specific transactions or automatically, starting with the oldest One. You can also add Discounts and Write Offs to the transactions of the current customer. In addition to this, the user can also apply Returns, Credit Memos and or Unapplied payments to existing Invoices, Sales Memos, Beginning Balances and Finance Charges. Moreover, the use can also mark a posted check as NSF. This action will roll back all the transactions it affected.

Usage:

Enter A new Cash Receipt:

1- Open the Cash Receipts form by clicking on Sales/Cash Receipts. The Cash receipt form will open with no information.

2- Enter the Customer ID in the "Cust Id" box and Press enter. This action will bring the customer name of this client as well as the Invoices, Sales Memos, Beginning Balances and Finance Charges with open balances. Those transactions will show ordered by date descending in the Grid below. In addition to this the user can also search the right customer by clicking the search button to the right of the "Cust ID" Text box.

3- Enter the Check number in the "Reference Number" Field. If payment method for this transaction is not check, you can enter in here any other alphanumeric unique identifier.

4- Press Tab or click in the next field. This will trigger a confirmation message saying if you want to create a new Cash Receipt Transaction. If you have already entered this Check or Reference number for the current customer, the system will ask you to change it before continuing.

5- Select the Payment Method from the Dropdown list

6- Select the Bank Account by clicking the search button to the right of the Bank Account Text Box.

7- Enter the Amount of this cash Receipt. Right after you enter that amount and tab away from that field the Unapplied Amount field will reflect it entirely. The Invoices Balances total should reflect the total of all the transactions already in the grid

8- Press the "Auto Apply Button" to distribute the Cash Receipt amount among the transactions in the grid starting with the oldest one. Any open amounts will remain as unapplied.

9- The user can also enter the amounts to apply to each transaction manually. He/she can put those numbers in the applied amount column. The sum of all of those amounts cannot be higher than the original amount.

10- The user can also enter Write-Offs and discounts in the appropriate columns. Those amounts will decrease the Invoices Balance Total and increase Total Discounts/Write offs field.

11- Enter any notes associated with this cash receipt in the appropriate field. In addition to that, you can enter the deposit ticket number associated with this sale. That number will reflect in the Bank Reconciliation form.

12- Press the "Save" Button to save your changes before posting. If there are changes still to be made, this is the time. When the transaction is posted the only possible transaction is to mark the cash receipt as NSF.

13- Press the "Post" button to post this cash receipt. The system will give you a confirmation about the status of the posting transaction.

Mark a Cash Receipt as NSF:

1- Open the Cash Receipts form by clicking on Sales/Cash Receipts. The Cash receipt form will open with no information.

3- Press the Search Button to the right of the "Ref Num" Text box. This will open a lookup of all cash receipts for this customer.

4- Select the transaction from the lookup form you want to mark as NSF. This can be a result of a bounced check or just to undo the action of a wrongfully posted cash receipt

5- Press the "NSF" button in the cash receipts form. This action opens a confirmation dialog. If the user clicks on yes, the transaction is marked as NSF (Non Sufficient Funds).

Apply a Return, Credit Memo or Open Cash Receipt:

1- Open the Cash Receipts form by clicking on Sales/Cash Receipts. The Cash receipt form will open with no information.

3- Press the Search Button to the right of the "Ref Num" Text box. This will open a lookup of all cash receipts for this customer.

4- Select any Return, Credit Memo or Cash receipt with undistributed amounts.

5- After one of those transactions is selected, you cannot change the amount and payment method of this cash receipt transaction

6- Press the "Auto Apply Button" to distribute the undistributed amount among the transactions in the grid starting with the oldest one. Any open amounts will remain as unapplied.

7- The user can also enter the amounts to apply to each transaction manually. He/she can put those numbers in the applied amount column. The sum of all of those amounts cannot be higher than the original amount.

8- The user can also enter Write-Offs and discounts in the appropriate columns. Those amounts will decrease the Invoices Balance Total and increase Total Discounts/Write offs field.

9- Enter any notes associated with this cash receipt in the appropriate field. In addition to that, you can enter the deposit ticket number associated with this sale. That number will reflect in the Bank Reconciliation form.

10- Press the "Save" Button to save your changes before posting. If there are changes still to be made, this is the time. When the transaction is posted the only possible transaction is to mark the cash receipt as NSF.

11- Press the "Post" button to post this cash receipt. The system will give you a confirmation about the status of the posting transaction.