Cash Receipts Entry Prompts

Cash Receipts Control

Enter the cash receipts run information which includes the clerk entering the payments and the cash date.

Payment Entry

Summary

Note:  For information on entering a lien payment for a customer, see Cash Receipts Entry - Entering A Lien Payment.

To create a new cash receipts transaction:

1.  From the Customer Entry Area, enter a customer ID.

2.  Accept the displayed total proof amount or enter a total proof amount.

3.  Accept the displayed transaction code or enter another transaction code, if applicable.

4.  If the payment is made by check, enter the check number.

5.  Enter a payment reference, if applicable.

6.  Confirm the cash receipts transaction amount or enter the amount, if applicable.

7.  Accept the age code for the transaction code or enter another age code, if applicable.

8.  To complete the cash receipts transaction, press [Enter] or click Add to List .

9.  When all cash receipts transactions for the customer are entered, click Commit List .

10. Print a receipt and check endorsement, if applicable.

Customer Entry Area

Clerk Name

Date

Displays clerk name from the cash receipt control information.

Displays the cash date from the cash receipt control.

Account

Entry Options:

• Enter a customer ID and press [Enter] or click Retrieve . (1-12 characters)

• If you launched Cash Receipts Entry from the Customer Fast Access Panel, the most recent customer displays. 

• Right-click and choose a recent account that is listed.

• Or, to search for the desired account if you do not know the number, click Search .
  Note:  A customer retrieved through the Search routine must meet the criteria of the Cash Receipt Control, if applicable.

• Or, enter CASH to use the GL Entry Mode during Cash Receipts Entry.  For more information about the GL Entry Mode, see Cash Receipts Entry - Cash Receipts Transaction Detail GL Mode.

Location ID

For open item customers with multiple locations, the locations will display in the drop-down list.  If the customer does not have multiple locations this field is not active.

Entry Options:

• Select a specific location to display the open invoices for the location in the invoices panel and to allow the auto distribution function to distribute to those specific invoices.  The Proof amount is changed to equal the balance plus any interest of items for the location. 

• Or, select All Locations from the drop-down list to distribute to all invoices for all locations.  This will display all open invoices for all locations. 

Customer Information

After clicking Retrieve, customer information displays including customer balances, lien transactions and their the Cash transaction profile, if applicable.  If cash transactions have already been entered and committed, the transaction detail lines display in yellow and can be edited.

The cursor stops at the Total Proof Amount field or at the Tran. Code field for transaction detail lines to be entered.  For directions, see Cash Receipts Entry - Cash Transaction Profiles and Proof Amount Area.

• Displays the First Name and Last Name of the customer who is assigned as the Owner of the location.

• Displays the First Name and Last Name of the customer who is assigned as the tenant of the location, if applicable.

• Displays the customer's mailing address Line 1

• Displays the customer's mailing address Line 2, if applicable.

• Displays the customer's mailing address Line 3, if applicable.

• Displays the City or town name as the city portion of the customer's mailing address.

• Displays the US Postal Service State Code associated with the customer's mailing address.

• Displays the customer's Zip Code.`

• Displays the location's House Number and the Street Index as the Service Location for your reference.

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Cash Profile & Proof Area

The Cash Transactions Profile and Proof Amount area shows the transaction codes associated with the cash transaction profile assigned to the customer and to enter a proof amount, if applicable.  The transaction codes are used to generate the cash receipts transactions.  The table following the window example describes the cash transactions profile and proof amount area for Cash Receipts Entry.

The rate code displays as the abbreviated transaction code description and the transaction code description displays for your reference.

Total Proof Amount

The total proof amount displays from the outstanding balance.  This can be edited, if needed. (-7.2 numeric)

Note:  The total proof amount is controlled by the proof type setting of the Application Options.  If the proof type is set to Not Active, you can not enter a total proof amount.

Cash Receipts Entry Area

Use the Cash Receipts Entry - Cash Receipts Entry Area to enter the payment details for the customer.

Cash Receipts Transaction Detail Area Example:

Tran. #

Displays the transaction number that is automatically generated and is incremented after each successive transaction is entered.

Notes:  

• While a new detail line is being entered, Tran # temporarily displays as asterisks (****).  After you click Add to List, the transaction number displays in the Transaction Detail List at the bottom of the Cash Receipts Entry Window.

• This field is display-only and can not be edited.

Tran. Code

To accept the first transaction code from the Transaction Code List, press [TAB] or enter another transaction code for the payment. (3.0 numeric)

Or, enter a valid G/L account, if you are using the GL Mode.  For directions to enter cash receipts in GL Mode, see Cash Receipts Entry - Transaction Detail GL Mode. (up to 12 characters)

Notes:

• Only a transaction code having a transaction type set to Cash Entry is allowed.

• The transaction code description displays in the Transaction Code List above for your reference.

• To search for a transaction code, click or press [CTRL + f].

• If you are using the Auto Distribution Proof Type Method, a cash receipts transaction for each transaction code in the Cash Transaction List is automatically generated until the total proof amount is reduced to zero.  For more information, see Cash Receipts Entry - Cash Receipts Transaction Detail Area Auto Distribution Mode.

• If you are using the Manual Proof Type Method, each successive transaction code in the Transaction Profile List displays as the default entry for each cash receipts transaction until the total proof amount is reduced to zero.

• If discounts are allowed and the customer is eligible for a discount, the default transaction code displays from the cash transaction profile and can be edited.  For more information, see Discounts for Customers.

• For directions to enter lien payments, see Cash Receipts Entry - Lien Payments.

• For directions to enter deposit monies from customers, see Customer Deposits.

• If deposit interest is allowed and the customer is eligible to receive deposit interest, the default Transaction Code displays from the Cash Transaction Profile and can be edited.

• To reverse a posted cash receipt, enter a (-) negative transaction code.  For directions, see Cash Receipts Entry - Entering Special Payments - Payment Reversal.

Description

Displays for your reference the description of the transaction code or of the GL account, if you are using the GL Mode.

Note:  This field is display-only and can not be edited.

Check #

Enter the check number, if applicable. (9.0 numeric)

Note:  If you do not enter a check number, this entry is considered cash.

Reference

Enter a reference to print on the Cash Receipts Edit Journal. (up to 20 characters)

Amount

Enter the dollar amount of the payment transaction. (-7.2 numeric)

Notes:  

• For interest or discount transactions the Amount displays automatically but can be edited.

• If the proof type Application Option is set to Auto Distribution, the amount equals the amount of the customer's oldest outstanding balance.

Age

To accept the default Age Code for the Transaction Code, press [TAB] or enter another Age Code, if applicable. (4.0 numeric)

Notes:  

• The Aging Code determines which balance(s) to apply the payment amount to.

• Generally, NDS recommends that you accept the default Age Code displayed.

• If the Transaction Code does not specify an Age and you do not enter one, Edifice will update the customer's aging balance as specified by the Payment Post Parameters.

Invoice

Enter the statement invoice number the amount is applied to, if applicable. (14.0 numeric)

Current Total

Displays a running accumulation of the cash transaction Amounts committed for the customer.

Note:  If the Proof Type Application Option is set to Auto Distribution or Manual, when the Current Total equals the Total Proof Amount, the payment distribution for the customer is complete and you can commit the list.

To complete the cash receipts transaction detail line, press [ENTER] or click Add to List.

Keyboard shortcut:  [ALT + a]

Or, to cancel the transaction detail line prior to adding it to the Transaction Detail List, click Cancel .

Keyboard shortcut:  [CTRL + c]

Note:  The completed detail line displays in the Transaction Detail List and is highlighted.  The cursor returns to the Tran. Code field.  You are ready to add another line or complete the cash receipts transactions for the customer.

Note:  If the Proof Type Application Option is set to Auto Distribution or Manual, when the Current Total equals the Total Proof Amount the payment distribution for the customer is complete.  The following message on the Status Bar alerts you:

To complete entry and to commit the transactions for the customer after all associated detail lines are entered, click Commit List.  Keyboard shortcut:  [CTRL + o]

Or, if this is a credit card payment, click Commit CC.  For directions, see Credit Card Payments.

After clicking Commit List, this window displays:

Commit Transactions Window Example:

To commit the entered transactions if they are correct, click OK.  Keyboard shortcut:  [Alt +o]

Note:  After clicking OK:

• If receipt printing is active, the Cash Receipt Printing Window displays.

• If receipt printing is not active, the Cash Receipts Entry Window clears and the cursor moves to Account in the Cash Receipts Entry window, where you can start your next receipt.

Cash Receipts Entry Detail List

Use the Cash Receipts Transactions Details List Area to view entered cash receipts for the customer.  You can click Toggle to switch to the Open Invoices list view if this is an open item customer.  You can use the Open Invoices list to select the invoice to which the payments will be applied.

Cash Receipts Transaction Detail Area Example:

Balance Forward

Displays the transaction number that is automatically assigned.  The transaction number is incremented after each successive transaction is entered and then reset to 1 after the Cash Receipts Post.

Notes:  

• While a new detail line is being entered, Tran # temporarily displays as asterisks (****).  After you click Add to List, the transaction number displays in the Transaction Detail List at the bottom of the Cash Receipts Entry Window.

• The Tran. # field is display-only and can not be edited.

• Transaction Number - Displays the transaction code assigned to the detail line.

• Code - Displays for your reference the description of the transaction code or of the GL account, if you are using the GL Mode.

• Description -

• Check Number Displays the check number, if applicable. (9.0 numeric)

• Reference - Displays the reference to print on the Cash Receipts Edit Journal

• Amount - Displays the dollar amount of the payment transaction.
  Note:  If the Proof Type Application Option is set to Auto Distribution, the Amount equals the amount of the customer's oldest outstanding balance.

• Age - Displays the default aging for the transaction code, if applicable.

• Current Total -Displays a running accumulation of the cash transaction amounts committed for the customer.
  Note:  If the proof type setting on the Application Option is set to auto distribution or manual, when the current total equals the total proof amount, the payment distribution for the customer is complete and you can commit the list.

Open Invoice List

Note:  To display the open invoices for the customer, click Toggle .  The following fields display.  Use this area to specify the invoice to which the payments will be applied.

• Invoice Number - Displays the Invoice Number for the charges

• SC - Displays the service code associated with the invoice

• Billed - Displays the date the item was billed

• Reference - Displays the reference associated with the invoice

• Charges - Displays the total dollar amount of the charges for the invoice

• Taxes - Displays the total dollar amount of the taxes for the invoice

• Payments - Displays the total dollar amount of the payments for the invoice

• Adjustments - Displays the total dollar amount of the adjustments for the invoice

• Interest - Displays the total dollar amount of the interest assessed for the invoice

• Balance - Displays the balance for the invoice

Receipt Printing

Use the Cash Receipt Printing window of Cash Receipts Entry to print a receipt for the customer's payment.  When the form of payment is a check, an endorsement can be printed on the check at this time, if the system is set to do so.

Notes:  

• Printing of the cash receipts is controlled by the Payment Receipt Table.

• To edit the heading or footer information that prints on all receipts, see Receipt Message Table Maintenance.

• To enable receipt printer endorsement, set the Receipt Type option of the Company Table.

Validate Check(s)?

To print endorsement information on this customer's check, select the box.  For directions to print endorsements, see the Receipt Printer Endorsement Step below.

To prevent the check endorsement information from printing, de-select the box.

Note:  The Validate Check(s)? prompt is only available, if the Receipt Type option of the Company Table is set appropriately.  For Endorsement Printing, if applicable, see below.

Would you like to print a Cash Receipt for this account?

To begin printing, click Print, or press [ENTER].

Keyboard shortcut:  [ALT + p]

Or, to print to the Print View screen, click Print View .

Or, to escape from the print routine, click Cancel , or press [ENTER].

Keyboard shortcut:  [ALT + c]

Receipt Printer Endorsement Step

Note:  The Receipt Printer Endorsement option is only available, if:

• The receipt type option of the company table is set appropriately.

• And, you enter a check number when entering the cash transaction detail.

• And, you select the Validate Check(s)? box of the Cash Receipt Printing Window.

To print endorsement information on the check, click OK.

Keyboard shortcut:  [ALT + o]

Note:  Click OK or press [Enter] after the check is placed in the receipt printer.

If you do not wish to print endorsement information on the check, click Cancel .

Keyboard shortcut:  [ALT + c]

Editing a Cash Receipt

Editing Uncommitted and Committed Cash Receipts Transactions

Note:  Cash transactions can be edited as many times as necessary until the Cash Receipts Post is performed.

1.  From the Transaction Detail List, click to highlight the desired cash transaction detail line to change.

2.  Position the pointer to the information that you want to change and enter the changes.

3.  To complete the edit process, click Add to List .

Tip:  After you click Add to List, you can see the changed transaction in the Transaction Details List.

Editing Posted Cash Receipts Transactions

To correct an incorrectly posted cash receipts, you can enter a reversing payment during Cash Receipts Entry, then perform the Cash Receipts Post and next enter the correct payment.  For more information, see Cash Receipts Entry - Entering Special Payments - Payment Reversal.

Deleting a Cash Receipt

Deleting Uncommitted and Committed Cash Receipts Transactions

Note:  Use these steps to a single delete uncommitted or committed cash transaction.  To delete all committed transactions see below.  To delete posted cash transactions, see below.

1.  From the Transaction Detail List, click to highlight the cash transaction detail line to delete.

2.  To delete the highlighted cash transaction, click Delete .

Deleting All Committed Cash Receipts Transactions for a Customer

1.  Recall the customer with the transactions.  Then, click Delete All .

2.  The following prompt displays:  

3.  Click Proceed to finish the delete.

Deleting Posted Cash Receipts Transactions

To delete a posted cash receipts transaction you can enter a reversing payment during Cash Receipts Entry, then perform the Cash Receipts Post and next enter the correct payment.  For more information, see Cash Receipts Entry - Entering Special Payments - Payment Reversal.