Quick Cash Entry Prompts

Clerk & Batch Information

Clerk Number

Enter a clerk ID to identify the clerk entering quick cash and then, click Retrieve , or press [ENTER]. (up to 5 characters)  Keyboard shortcut:  [ALT + t]

Notes:

• To search for a clerk ID, click Search or press [CTRL + f].

• To create a new clerk ID, click Fast Access Maintenance or press [CTRL + o].

• Clerk name displays  the name assigned to the clerk ID for your reference.

Cash Date

Defaults to today's date as the cash date for this batch, but it can be changed to another date.

Note:  The system updates the clerk's last cash date with the cash date.

Batch

Enter the batch to associate with the payments, if desired. (up to 10 characters)

Notes:

• To search for a batch, click Search or press [CTRL + f].

• To create a new batch, click Fast Access Maintenance or press [CTRL + o].

Customer

Location

You can enter payments by customer or location and you can enter payments for multiple accounts with 1 single payment:

• To enter a payment for an individual customer, enter the appropriate customer ID in the Customer field.
  To look for a customer name, click Search or press [CTRL + f].
  
  If you entered a customer and your utility uses locations and the account has multiple locations, the location drop-down list defaults to All.  You can select a location and the amount will change to the balance for the selected location.  
  Note:  The location field is only active if location awareness is active.
  

• To enter payments by location, in the Location field enter a location for which to apply a payment.  If there is an owner and tenant associated with the location, you can choose which account to apply the payment.
  Proceed to the Entering Payment Details Step.

• Or, to pay multiple accounts at the same time as in the case of a landlord, click Multiple Accounts .  See Multiple Accounts Step below.

Entering the Payment Details

Enter the details of the quick cash payments.

Amount

The amount displays the customer's entire outstanding service balance, but can be edited. (-7.2 numeric)

Keyboard shortcut:  [ALT + t]

Note:  There are two amount fields that you can use if the customer has two methods of paying.  For example, if they pay by cash and check you can enter the check amount in the first Amount field and the cash portion of the payment in the second Amount field.

Check Number

Enter the check number if the customer is paying by check. (up to 20 characters)

To quickly generate payment transactions to pay the balances for each of the customer's services if you do not need to enter other payment details, simply enter the customer ID and click Auto Dist. or press [ENTER].  Then, proceed to the Commit Step.

Or, to manually enter the payment details, omit Auto Distribution and enter the fields.

Detailed Cash/Check/Credit Card Distribution

If this is a credit card payment, check this box to enable credit card processing.

Note:  This option only displays if credit card processing is active.

Principal Only Payment

If this payment is on the account's principal balance, check this box.  Otherwise, leave blank.

Disable Receipt Printing

To disable receipt printing, check this box.  Otherwise, leave this box blank.

Amount

Enter the amount paid by cash, if applicable. (-7.2 numeric)

Check Number

CASH displays to indicate that this is a cash payment.  Enter a check number if this is a check. (up to 20 characters)

Reference

Enter a payment reference associated with the quick cash payment transaction, if desired. (up to 20 characters)

Commit Step

Use the Commit Step to complete entry and to commit the quick cash payment transactions.

Commit Transactions Window Example:

To commit the approved quick payment transactions, click OK.  Keyboard shortcut:  [Alt +o]

Or, to cancel the transactions if they are incorrect, click Cancel .  Keyboard shortcut:  [Alt +c]

 Important:  Before clicking OK, proof the quick cash payment transaction details displayed in the Transaction Details List Panel.  See below.

Tip:  After clicking OK:

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

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

• For directions to print a receipt, see Cash Receipts Entry - Receipt Printing Window.

Multiple Accounts or Cash Batch Proof

To enter quick cash payments for multiple accounts at the same time, click Multiple Accounts.

Keyboard shortcut:  [ALT + m]

After clicking Multiple Accounts or if you have entered a proof total for the cash batch that you are using, the following fields displays.  If you have entered a proof total for the cash batch and the Application Options Force Cash Batch Proof Totals is set to yes, then the total payment fills in with the batch proof total.  As you enter payments the un-applied balance is reduced by the payment amount.  When the un-applied balance is 0, you know that the payments are reconciled and that you have entered them correctly.

Total Payment

Enter the total dollar amount to be applied to the customer accounts.  Then use the quick cash steps entering payment steps to enter the payment for each customer.  

As you enter each payment the un-applied balance is reduced by the payment amount.  When the balance is 0, you know the payments are entered correctly.  Repeat the steps of entering the payments until the un-applied balance is reduced to zoer and all payments for the multiple accounts are entered.

Applied Amount

Displays the dollar amount applied to the customer accounts so far. The Applied Amount is added to each time a quick cash transaction is committed.

Un-Applied Balance

Displays the total dollar balance that has not been applied to a customer accounts so far.  The un-applied Balance is reduced each time a quick cash transaction is committed.

Transactions List

Generated payments display in this area.  Proof before clicking commit.

List Panel Fields

• Transaction - The transaction number that is assigned by the system.  The transaction number is incremented by one after each successive transaction is entered.

• Code - The transaction code and the Transaction code Description for the customer's payment transaction.

• Invoice ID - The invoice associated with the payment, if applicable.

• Check - Displays the check number associated with the quick cash payment transaction, if applicable.

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

• Amount - Displays the dollar amount of each quick cash payment transaction.
  Tip:  Interest or discount transaction Amounts display, if applicable.

• Age - The age code for the transaction code.
  Notes:  

• The age determines the age balance(s) the payment amount is applied to.

• If the transaction code does not specify an age, the system will update the customer's aging balance as specified by the payment post parameters.

Editing a Cash Transaction

Editing Quick Cash Payment Transactions

You cannot edit quick cash payment transactions after you click Auto Dist and commit the payment.  If you need to edit a quick cash payment transaction, use Cash Receipts Entry.

Editing Posted Quick Cash Payments

To correct an incorrectly posted quick cash payment, 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 Transaction

Deleting Quick Cash Transactions

Use these steps to delete quick cash transactions.  To delete posted quick cash transactions, see below.

1.  Open Cash Receipts Entry and retrieve the appropriate customer.

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

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

Deleting Posted Quick Cash Payments

To delete a posted quick cash payment 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.