To enter cash receipt total:  A/R Control 

1. Click Accounting, Accounts Receivable, (1) Cash Received Data Entry.
2. The A/R Control screen will open.
3. Enter the three digit Account # or hit tab if the correct Account number is already displayed.
4. Enter the three digit Bank Code or hit tab if you do not use Bank Codes.
5. Enter the Cash receipt date.  The A/R Control Screen will use today's date as the default date.  Make sure you use the correct date from your deposit slip.
6. Enter the total amount of A/R cash received.
7. Enter the total amount of Non-A/R cash received. (Ex. Advanced payments, refunds)  Leave field blank if you did not receive non-A/R cash.
8. Click OK to go to the A/R Cash Entry screen.
9. Click Cancel to return to the Main Menu

A/R Entry Screen

To post cash: A/R Cash Entry

1. After clicking OK from the A/R Control screen, the A/R Cash Entry screen will appear.
2. Enter the five digit customer number.  (If you do not know the customer number you can click on the look up button to view the Customer Master Display.  Click on the first letter of the customer's name at the top of the screen.  A listing of customers will be displayed.  Click once on the customer's name to highlight it.  Click OK to return to the Cash Entry screen.  The customer number will be displayed in the customer field).
3. The customer information and outstanding invoices will be displayed.
4. If the listed customer is a miscellaneous customer you can enter the reference number in the Reference field.  If it is not a miscellaneous customer leave the reference field blank and hit tab.
5. Enter the customer's check number in the check number field.
6. Depending on if you have full payment or adjustments there are several different ways to pay an invoice.  The three options are:

• Payment in full with one check.
• Multiple paid invoices with multiple checks.
• Partial-payment and payments with adjustments.

When invoices are paid in full with one check (no adjustments):

1. Double click on the Invoice to be paid.  The invoice will show full payment in the Paid column with the check from the Check No. field.  The Balance will show a zero balance.
2. If there is another payment with the same check, double click the invoice to be paid.
3. If the entry is correct click OK to save.
4. If the entry is not correct click Cancel to clear screen and start over.

When multiple invoices are paid in full with multiple checks (no adjustments):

1. To pay multiple invoices with multiple checks you follow the same directions as paid in full with one check.  The exception is after each time you double click an invoice for payment you need to change the check number in the Check # field.  When you double click on an invoice it will always add the Check number from the Check # field to the Check column..

Partial payments or adjustments to an invoice:

1. Highlight the invoice you need to adjust by clicking on it once with the mouse.  The first invoice in the series will usually already be highlighted.
2. Tab four times to get to the Paid column.  You may enter the amount of cash received for the invoice.
3. Tab once to go to the Check column.  Enter the check number for this payment.  It is important to always enter the check number for the History.
4. If you are not making an adjustment to the invoice you may pay another invoice or Click OK to save entry and go to the next customer.
5. If you are making an adjustment - tab once to the G/L column.  Enter the General Ledger number for the adjustment.  If you do not know the G/L number use the look up button. You can not enter an adjustment without selecting a G/L number.
6. If you use Department numbers add it to the Dpt column.
7. Enter the amount of the Adjustment in the Adjustment column.  Note that the Balance column will display the change after you enter a cash amount in dollars and cents or hit tab.

Special Note:  If the Balance column does not display the new balance for the invoice you have completed working on then there is a problem.  Check to make sure the cash amount paid is in the correct Paid column and also check to make sure there is a G/L number in the G/L column if you made an adjustment.

To post cash: Non-A/R Cash Entry

1. After clicking OK from the A/R Control screen, the A/R Cash Entry screen will appear.
2. Click Advances/Non A/R Cash
3. Enter Reference Number.
4. Enter Customer Number.
5. Enter General Ledger Number.
6. Enter Paid Amount.
7. Enter Check Number.
8. Click Ok

Advance Payments Transfer:

1. Post cash to the invoice as a normal A/R Cash Entry.
2. Click Advances/Non A/R Cash
3. Click Display
4. Reverse out the selected Advance Payment displayed.
5. Enter same Reference number.
6. Enter the same Customer Number.
7. Enter the same General Ledger Number.
8. Enter the negative Amount Paid.
9. Enter the same Check Number.
10. Click Ok

Completing the Entry:

1. If you make a mistake at any time you may click Cancel to clear the screen and start over without saving the changes.
2. When you complete a customer's cash data entry click OK to save and go to the next entry.  Click OK after every entry even if it is the final entry.
3. When you have completed all Cash Data Entries for the date Click Finished to return to the A/R Control screen.  Here you will be able to see the total actually keyed.

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Copyright © 2014 E.D. Bustard Inc.