This viewer records payment of receipts. It is divided into three sections. The upper section contains the basic transaction header information on the Main and GL tabs; you may need to scroll this section to view all fields. The middle section will display the transaction item detail for this entry. The bottom section contains the open invoice list for the selected client. This open invoice list is used to generate the transaction detail in the middle portion of the screen.
AR Deposits, Prepays and Retainers:
Click AR Deposits, Prepays, Retainers for a step-by-step description of how to handle these items.
See NSF Check Processing for tips on handling bad checks.
See OpenEdge Credit Card Processing for details on processing a payment or refund via credit card if OpenEdge functionality is implemented for your company.
See Electronic Payments Credit Card Processing for details on processing a customer payment if Electronic Payments functionality is implemented on your system.
If a customer pays the same invoice twice, a registry may be implemented to allow the user to 'clone' the original Cash Receipt to create the overpayment entry. Click Cloning Cash Receipts for details.
Validation prevents the simultaneous use of the Cash Receipts and Bank Deposit journals. The user may be asked to refresh a screen or restart a transaction if needed.
Reset Totals: The 'Reset Totals' option of the Record menu forces the 'Receipts Entered' and 'Discount Entered' accumulators to match the content of the child lines. It may be used to get this journal back into sync if multiple insertions and deletions of lines resulted in the detail and header totals not matching.
Changes (and applicable reversing entries) to receipts in inactive accounting periods will be written to the open accounting period and effective date that the user selects. Changes are not allowed if the receipt has been entered in the Bank Deposit Journal.
Since multiple GL accounts are present in the ‘parent’ table of this journal, range filters (where you simply enter the GL Account Id) do not work for these "encapsulated" fields. To filter on a specific parent GL Account, special filter ranges with the necessary SQL to filter on a specific GL Account have been added to the range filter. For example, when you first access the Range screen, the GL Bank Account range will be completed as follows:
GL Bank Account Id:
sql= gl_bnk_glaccnt_rn in (select glaccnt_rn from glaccnt where glaccnt_id like '%')
Suppose that your firm uses more then one Bank Account. To filter Entries for a specific GL Bank Account, simply replace the % in the SQL statement with the GL Bank Account Id you wish to filter on. For example, to filter on the GL Bank Account Id 1005, simply change the SQL statement in the range to:
sql= gl_bnk_glaccnt_rn in (select glaccnt_rn from glaccnt where glaccnt_id like '1005')
Tip: Saving Ranges
Rather than adjust the SQL statement each time you use the filter, you may save your settings as a range. See Save Filter Range for details.
Step 1. Click the New button to clear the data-entry fields. Enter the Client Id in the upper section of the screen or double-click to select from a list of Client IDs. If you are not sure of the Client but know the Invoice number, go to Step 2a below.
Step 2. Complete the Check Number, Total Discount and the Total Received fields for the payment you are processing.
Tip: Filtering the Open Invoices List
If more than one invoice is included on the check, you may filter the Open Invoice list to make the selection of the Invoices more easily:
Right-click on the column title in the Open Invoices list that you wish to filter on.
When the Column Filter popup appears, enter an appropriate filter for the selected column and click OK to apply the filter.
More that one filter may be applied if needed. The Running Balance on the Open Invoice List is updated after column filters are applied to the list.
When Open Invoice list has been filtered to match the customer's payment, click the Auto-Fill Transactions button. Only the invoices in the filtered list will be selected.
Tip: Unapplied Cash Receipts / Deposits
Cash received from a customer for an unknown (or not yet created) job or invoice may be logged in the Cash Receipts Journal by specifying the Client Id and then doing the following:
Add a new AR tab line and Click its Magnify button
Click the Unapplied Deposit button
An input form will appear: complete the fields needed for the unapplied deposit
When you save the AR Cash Receipts entry, the Invoice Number for the unapplied deposit will be generated by the system as UN######. The system will automatically make a credit invoice record that may be applied against a future invoice and will appear on the AR and Customer Statement reports.
Applying a Unapplied Receipt/Credit: to apply all or part of unapplied receipt or credit, select it and the invoice(s) to apply it against in the middle pane. This release supports the partial use of unapplied receipts/credits by allowing the user to change the amount.
Important: When changing the amount of an unapplied receipt/credit, the user must use the minus (hyphen) key to enter the desired negative value. The user will be warned if the amount of the unapplied receipt is greater than zero.
Step 2a (Alternate)
Complete the Check Number, Total Discount and the Total Received fields for the payment you are processing.
Click the Enter Invoices button to display a screen for entering individual Invoice Id’s described in Cash Receipts - Enter Invoice Number . This function is useful if the check has your Invoice # but not the Client ID: if you enter in one of the invoices being paid it will auto-fill the Client. Is it also useful if a payment received from a client with many outstanding invoices; you may easily specify the 5 of 50 outstanding invoices being paid. This function does not support Consolidated Invoices.
If you have used this option, skip ahead to step 4.
Step 3. When the Client is selected, a list of outstanding invoices appears in the bottom section of the screen: these may have been generated by COP, PM Contract or Job Invoices, or by manually recording a transaction in the AR Sales journal. You have two ways to select which invoices to apply to this receipt:
Option A: Click the Auto Fill button to include all open invoices (in the bottom section) The system will generate the detail for this entry in the middle of the screen.
Option B: To select a specific invoice, double-click on it in the open invoice (bottom section) to add it to the detail in the middle section. If more than one invoice is being paid with a single check, double-click on any additional open invoices included in the payment.
Tip: If you select an open invoice, delete it, and attempt to add it again, the system informs you that the line has already been added. Simply exit the viewer and start again.
Step 4. Allocate the discount, if any.
The Apply Discount button allows the Discount fields of the selected invoices will be computed based on the Total Discount entered.
Tip: Pro Rate
When this field is flagged, the Discount fields of the selected invoices will be automatically be updated as you click on new invoices to select them. Note that the Invoice Amount and Discount fields must be completed for correct operation.
Step 5. When all desired invoices for this entry have been added to the middle portion of the screen, complete the remaining entry fields as described in Important Fields, below.Click the Add Record button to save the entry.
The AR Cash Receipts Journal supports Consolidated Invoice functionality. To record receipt of a Consolidated Invoice (see Consolidated Invoice Viewer), complete the following steps.
Step 1. Beginning with a blank Cash Receipts entry screen (do not complete the Client Id), click the Auto Fill Transactions button.
Step 2. When the box entitled ‘Auto-Fill Receipts Entry from List of Invoices’ appears, type in the Consolidated Invoice Id and then click OK. Note that all eligible items on the Consolidated Invoice have been selected, and appear in the center of the screen.
Step 3. Complete the remaining fields in the AR Cash Receipts Journal, and click the Add button.
Note: this Help Topic lists the standard configuration of all fields that may be included in this record. If you are using a customized system, the fields displayed on your screen may not exactly match the order or status (required, optional, default, display-only, hidden, etc.) of the fields described in this Topic.
Main Tab
Client Id:
Enter the Client's Id or double-click on this field (or press Alt+F7) to select from the list of Clients. Validation prevents the Client Id from being changed.
Check Number:
If the client is paying by check, enter its number.
Effective Date:
The date that the entry will alter the appropriate account balances. When you save this record, the system will verify that the Effective Date falls within the date range defined by the Accounting Period.
Period Id:
The Accounting Period flagged as 'default' is selected when creating a new entry, but may be changed to a different active Period if needed. This field is required.
Period Start Date: Period End Date
These display-only fields default from the Accounting Period record.
Click this button to load the entire list of open invoices for the selected Client. Alternately, selected receivables may be added by double-clicking the outstanding invoice lines in the bottom section of the screen.
Total Discount
Enter the total discount the client took if applicable. The Total Discount must equal the Discount Entered in order to save this entry.
Total Received:
The total amount being credited to the Client; the total value of the check or cash received from the customer.
Receipts Entered:
This display-only field lists the total detail from the middle section of the screen. This field is maintained by the system as the user enters/adjusts the detail lines. The Total Received must equal the Receipts Entered less the Total Discounts in order to save this record.
Discount Available
This display-only field is maintained by the system for Client Order Processing (COP) Invoices and Sales Journal entries.
When you click this button, the Discount fields of the selected invoices will be computed based on the Total Discount / Total Received fields.
Pro Rate
When this field is flagged, the Discount fields of the selected invoices will be automatically be updated as you click on new invoices to select them. Note that the Invoice Amount and Discount fields must be completed for correct operation.
Discount Entered
This display-only field lists the total discount detail from the middle section of the screen, and is maintained by the system as the user enters/adjusts the Discount Taken amount on the detail lines.
Transaction Id:
If you are creating a new transaction, this Id will be generated for you where you save the record.
Transaction Description:
This optional field enables the user to briefly describe the transaction.
Payment Type Id:
Specifies how this payment was made.
See Open Edge Credit Card Processing for details on processing a payment via credit card if OpenEdge functionality is implemented for your company.
See Electronic Payments Credit Card Processing for details on processing a customer payment if Electronic Payments functionality is implemented on your system.
Masked CC No: (last four digits of the credit card)
CC Expiration Date: CC Trx Id:
These display fields are completed when a Credit Card Payment is successfully processed from the AR Cash Receipts viewer.
Currency Id: Currency Factor
If the Currency Id field is filled in (from the Client record), the amounts you are entering should be in their currency of origin. These foreign amounts will be automatically be converted to your native currency in GL History using the Currency Conversion Factor.
Client Balance:
This display-only field shows the total outstanding receivables for this Client.
Entered By: Date Entered: Time Entered:
These display-only fields are maintained by the system based on your user Id and the system date and time when the entry is saved.
Security Id:
If multiple location security is implemented on your centralized database system, this informational field displays the Security Id of the local user that created this record. If multiple location security is not implemented on your system, or if this record was created by a global user, this field will be blank.
GL Tab
GL Bank Account Id:
The GL account that identifies the Bank Account in which the payment has been /will be deposited. This account will be debited by the amount in the Total Received field.
GL Entity Id:
Optional (unless Intercompany Processing is implemented). This is a ‘sticky’ field: it will retain the most recent value you entered when accessing an existing entry or creating a new one.
If Intercompany Processing is implemented (see Intercompany Processing Overview ) and if this Entity does not match the GL Entities referenced in the child tabs, the appropriate Intercompany postings to GL History will be made when this transaction is saved.
GL AR Discount Account Id:
If a discount for this payment is to be recorded, this field must be completed.
Currency Adjust GL Account:
This field defaults from the Registry Entry for Currency Adjustment . It specifies the GL Account to which currency conversion adjustments (if any) will be posted when GL history is written. This should be a normal, suspense account, typically of account category ‘Asset.’
GLH Tab
This tab displays the GL History postings associated with this transaction. The following columns appear on this tab:
Account - Account Name - Entity
Period – Company - Security
I/C (Yes if this post was generated by Intercompany Processing, No if not)
Journal - Trx Id – Date - Trx Count
AR Tab
This detail may be generated by double-clicking on entries in the Open Invoice list in the lower section of the screen, by clicking the Auto-Fill button to import all open invoices for this Client, or via the Enter Invoices button.
In this release, the only editable fields are the Invoice Amount and Discount Taken, and the Description (click the Magnify button to access). The Unapplied Deposit button on the Detail view may be used to enter the unapplied deposits, as described below.
Invoice Id:
The invoice being paid. If more than one Job Cost Code or Billing item was included on this invoice, more than one line of detail will appear for this invoice.
Amount:
The dollar amount to be applied to this line.
GL Account
The AR Control account to be credited.
GL Entity:
The Id of the GL Entity to be affected by this transaction.
Discount Taken:
The discount taken by the client for this line. A G/L Entity for the discount posting to G/L will be established from the Job Cost Code referenced on each line.
Job Id: Job Cost Code Id: Job Billing Item Id: Job Cost Category:
These fields default from the Invoice record if this payment is associated with a specific Job record.
Note that the Cost Category field supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated (relative to Cost Codes) during data entry upon leaving the Cost Category Id field. The full relationship is validated again when leaving a child line or saving a record.
Click the Magnify button to display the following fields;
Description:
This optional field briefly describes this line.
Client/Customer Id and Name:
These display-only fields default from the invoice record.
Cash received from a customer for an unknown (or not yet created) job or invoice may be logged by clicking the Unapplied Deposit button. An input form will appear: complete the fields needed for the unapplied deposit.
If the unapplied deposit is for an overpayment of an existing invoice, fill out the Description indicating the Invoice that the overpayment was made to; this will be displayed in AR Cash Receipts Journal's Invoice Description column.
When you save the AR Cash Receipts entry, the Invoice Number for the unapplied deposit will be generated by the system as UN######. The system will automatically make a credit invoice record that may be applied against a future invoice and will appear on the AR and Customer Statement reports.
The Invoice master record created from this entry will have its Effective Date defaulted from the Cash Receipt's Effective Date. The Entry Type will be set to Credit Memo (was previously set to Unknown in earlier releases) and its Status set to Posted (it was previously set to New).
Other Tab
This tab should only be used to record a cash receipt where only a partial amount of the check applies to your company’s invoices. To do so, select the applicable Invoices (which will then appear on the AR tab), and then record the remaining balance on the "Other" tab to another account(s). This will allow your deposits and bank reconciliations to be accurate. Note that transactions recorded on the Other tab will be recorded to GL history only; not AR History. See Registry AR Cash Receipts for a registry entry to eliminate this tab if it should never be used.
Tip: Editing a Cash Receipts Entry with Other Line(s)
If you need to edit/delete an existing AR Cash Receipt Entry, ALWAYS edit/delete the AR tab lines before you edit/delete the Other tab lines. Implementing your changes in this order will allow your modified entry to be saved without error.
Amount:
The excess Amount received that is NOT being applied to invoices on the AR tab.
GL Account:
The account for the excess. For example, this could be the liability account being credited.
GL Entity:
The Entity being charged with the excess amount.
Description:
A brief description of the entry (highly recommended).
Double-click on each line in the Open Invoice list that you wish to include in this transaction. When you do so, a detail line (or lines) will be added to the middle portion of the screen. Only those invoices allowed by the user’s Security Setting will be displayed.
Invoice Id - Invoice Date - Job Id - Job Name - Balance- Dscnt Avlble- Dscnt Due - Retainage Work Order - PO#
These display only fields are maintained by the system. The PO# column displays the customer's Purchase Order entered in the Work Order's PO# field,
Invoice Description:
The Invoice Description for each Invoice, CM or Unapplied Payment is displayed in this new column on the right-hand side of the list.
PO#
This column appears to the right of the Work Order Id column. It displays the customer's Purchase Order specified on the Work Order's PO# field.
Invoice Description:
The Invoice Description for each Invoice, CM or Unapplied Payment is displayed in this new column on the right-hand side of the list. .