Task 02 - Cash Receipts Entry & Editing

Enter New Cash Record (Sub-task #1):

System automatically assigns transaction numbers- beginning with 000001, after each posting the transaction numbers start with 000001 again.
Application of Payments can be done by entering the document/invoice number either individually or en mass, also by entering the PO number:

Note: IF more than one person, at the same time, will be entering cash receipts records, see document titled: “Cash Receipts – Multiple Users Entering Cash” for instructions.

Document/invoice: Enter each document/invoice number individually
Individual:F1 key lists open invoices and amounts due. Select which invoices are to be paid using the Y or 1 key.
En Mass: F2 key brings up the option to select a starting date for invoices to be paid - good to use for customer who pays off of a statement, can select invoices to "skip" within the range, if necessary.
Purchase Order #: Enter customer PO number and corresponding invoice will be selected.

FIELDS in SUB-TASK #1 - First Screen:

Line 1 -Trx #: (transaction number) system generated number, begins with 000001.
Line 2 -Trx Type: (transaction type) a table displays listing the available choices:
- 1. Cash Sale
- 2. Check Sale
- 3. CCard Sale - credit card
- 4. Cash Refund - must type in negative numbers
- 5. Check Refund - must type in negative numbers
- 6. CCard Refund - must type in negative numbers
- 7. Misc –1 user defined in 2/32/17/1 – Cash Receipt Transaction Types
  - Can be used when money is taken out of a till for postage, supplies, gas, etc. Cash Paid Outs.
- 8. Misc –2 user defined in 2/32/17/1 – Cash Receipt Transaction Types
  - Can be used for non A/R monies, such as refund check from insurance company, vendor that you overpaid and they are returning a check.
- 9. Variance
Line 3 -Customer #: Enter the customer number or use the TAB key. The TAB key allows you to enter part of a customer’s name or * for a complete list of customers. Arrow down to the appropriate customer, select with Y or 1. An additional option is to press the F2 key to search for the customer by document number.
Line 4 - Recv Date: (receive date) Date payment is received, defaults to current date. Change if necessary.
Line 5 - Division #: (division number) Defaults to 01, but change if necessary.
Line 6 - Check $: Actual amount of the check received for invoices being paid, if the amount is a non-AR check (i.e. a refund check from the insurance company), see lines 14 & 15. See line 9 for cash payment or line 10 for credit card payment.
Line 7 - Check #: Actual check number. IF nothing is entered in line #6 (Check $), the cursor will bypass this line.
Line 8 - Disc Amt: (discount amount). Type in the dollar amount, if known. If the discount amount is not known at this time, it can be automatically entered after the invoices are ‘paid’ with the check, cash or credit card…see below for instructions. The discount amount MUST be entered on this line
Line 9 -Cash $: Use for cash payments.
Line 10-Bank Card $: Use for credit card payments, such as VISA, Master Charge, or other credit card payment. NOTE: if credit card amount is going to a different bank account than cash, see document titled “Credit Cards Deposited into Separate Checking”.
Line 11-Credit #: (credit memo numbers). Enter the Credit Memo number or unapplied payment number needed to pay invoice(s). Use TAB key to get a list of CRD or PAY numbers. (unapplied payments are monies on the customer account. At the time of the original entry of payment, not all the money was applied to open invoices; thereby leaving an "unapplied" payment. Or customer gave you a Pre-payment, this shows in the system as "unapplied") In order for the Credit Memo/Payment to appear on the list, it must already be posted. You can use all or part of the credit memo or unapplied amount. If you don’t use the entire amount, a system generated credit memo (document number starting with a 3) will be created for the difference between the original credit memo amount and the amount remaining.
- NOTE: IF only one unapplied/credit memo amount is being applied to only one invoice, which is equal to or greater than the amount of the unapplied, use Task #3 (Change Apply-to #) in AR module.
Line 12-Credit $: (credit memo/unapplied dollar value). The amount of credit memo/unapplied payment selected on line #11 appears on line 12. The amount is added to your "Total to Apply" amount, it is not added to the "Amount Received" or "Change to AR" on the cash edit or posting reports.
- IMPORTANT NOTE: The system internally creates a debit memo for the same amount of the credit memo/unapplied payment. The original credit memo/unapplied payment is applied to the computer-generated debit memo.
  - EXAMPLE: Original credit memo #220052 is for $100.00 Computer-generated debit memo #500001 (system assigned #; all debit memo numbers begin with "5") for $100.00. Credit memo #220052 for $100.00 will be applied to debit memo #500001. At the same time the computer also internally creates credit memos for whatever is applied to on the second screen, and applies them to the same invoice (sound confusing? - read further) .
  - EXAMPLE: On the second screen, the $100.00 credit memo, mentioned above, is being used to pay 2 invoices: invoice #40004 for $70.00 and invoice #40017 for $30.00. The system will create 2 credit memos: #300001; (system assigned #; credit memo numbers begin with "3") for $70.00 (applied to invoice #40004), and #300002 for $30.00 (applied to invoice #40017). Therefore the customer's account will look like this:
    - Invoice #40004 (original), $70.00
    - Invoice #40017 (original), $30.00
    - Credit memo #300001(system generated) -$70.00, applied to invoice #40004.
    - Credit memo #300002 (system generated) -$30.00, applied to invoice #4017.
    - Debit Memo #500001 (system generated)- $100.00
    - Credit Memo #220052 (original)-$100.00, applied to debit memo #500001.
- The overall net affect is zero. A credit memo (220052 for $100.00) was selected to pay invoices (40004/$70.00 and 40017/$30.00) thereby creating a wash GL entry.
Line 13-Other $: (Other dollars) Used for coupons or gift certificates. This amount is added to your "Amount Received" and "Change to A/R" on the cash edit and postings reports. Note: negative "Cash Paid Out" transactions should be done on lines 14 & 15.
Line 14-G/L Account #: (General Ledger account number) For information about this line, see line #15 below:
Line 15- G/L Account $: (General Ledger amount) This is used for non-A/R money, i.e. miscellaneous income, cash paid out of the till, track cash short/over from the till, or coupons/gift certificates, etc.
- Always use Customer #99999, Retail. This allows you to type in the company name or person name etc.
- In order to use lines # 14 and #15, lines 6 through 13 must be zero.
- When you use lines #14 and #15 the computer will not go to a second screen.
- For line #14 (G/L account #), enter the GL Account number or press the TAB key to search by description.
  - Note: Only one G/L # is allowed per transaction. If more than one G/L account is required, multiple transactions must be entered until the full amount is dispersed.
- Example - miscellaneous cash received: Refund check received from insurance company. Enter GL Account number for Insurance Expense on line #14, and the dollar amount of the check on line #15.
- Example -Cash Paid Out: Cash is taken out of the till. Enter GL Account number for the expense (example: postage, gas) on line #14. Type in a negative sign and the amount spent on the expense on line #15.
- Example - Cash Over/Short: Balance the till and it does not have the exact amount of money that should be in it. Enter in the G/L Account number for cash over/short on line #14. If the till is over: enter in the over amount on line #15. If the till is short: enter in the over amount with a negative sign on line #15.
- Example - Coupons are accepted by your company. Enter the G/L Account number for coupons on line #14. Enter in the amount of coupons with a negative sign on line #15.
Line 16 - Order #: When using order entry (point of sale) this is the order # that the payment is to be applied to.
Line 17 - PO/RO#: Used for miscellaneous payment reference.
ANY CHANGE? If any changes need to be made on this screen type in the line #, and make the changes.
NOTE: "Total to apply" should appear on the screen. This is the total of lines #6 through #13. Make sure it is correct.

FIELDS in SUB-TASK #1 - Second screen (Distribution screen):

NOTE: The Distribution Screen appears only if an amount was entered into lines #6 through #13 on the first screen. The distribution screen is where you distribute (or apply) the payment, discount or credit memo to the proper documents.

Displayed at the top of the screen is the amount available to apply to various invoices and the discount amount. As money and discount amounts are ‘applied’ to the invoice, the $ amount will be reduced. This gives a running balance of the money and the discount left to apply.

Enter in the document number (via the actual document number, using the F1, the F2 key or the PO number) the payment, discount or credit memo will be applied to (note: the invoices must be posted before anything can be applied to them).

The invoice date, invoice amount, and discount available will appear on the screen. The cursor will be at "Apply-amt".
If there is no discount, press the ENTER key and the amount of the invoice will automatically be applied to the invoice.
If there is a discount available, press the ENTER key and the amount of the invoice, less the discount, is automatically applied to the invoice. The cursor moves to the "Disc.-allow" field. If ENTER is pressed again, it will automatically apply the discount to the invoice.
When the cursor is at the "Apply-amt" or "Disc.-allow" fields, the amount the system fills in can be overwritten,
After each line, the cursor will be at the bottom of the screen at "Modify last item?(Y/N):N"
- If a mistake was made on the line just accessed, enter a Y or 1 for YES, this will allow modifications to the last item. The cursor will go back up to that line so corrections can be made.
- If there is no mistake, press the ENTER key. The cursor will go to the next line.
If (1) an incorrect document # is entered or (2) a document # is entered that is not posted yet, the computer will give this message: "Document number not found in A/R open file. CR TO CONTINUE".
- Check that the correct document number was entered.
  - If document # was entered in error, press ENTER, and zero will be applied to the document. The cursor will go to "Disc-allow". Press ENTER, and a zero discount will be applied to the document.
  - The cursor will now be at "Modify last item? (Y/N):"Type Y for YES. The cursor will go up to the document # line, enter the correct number.
- When the ENTER key is pressed, the cursor will go to "Apply-amt".
  - Type in the amount to be applied to the document not yet posted.
  - The amount will go into the A/R Open file and the customer’s account as an Advance Payment. (Advance Payments are assigned Type 8 - can be seen in Task 18 - AR Open Items, line #6 - Document Type)
- Advance payments are not applied to an invoice. You must first run Task #5: Change Advance Collect to Payments- this program changes Doc Type 8 to 2, which then can be applied to a document.
When finished, the system prompts "Review line items? (Y/N):N". This allows the operator a chance to look at what the money/credit memo/unapplied payments were applied to. If need be, changes can be made.

If you do not apply the total amount that is entered on the first screen to invoices, the computer will display this message "Distributed amount does not match received amount." "Return to distribution screen?(Y/N)N"

If the ENTER key is pressed, indicating the default answer of No, the message will appear: "Non-distributed amount will be entered in A/R open as an unapplied payment/credit. CR to continue." Then continue with next cash receipt.
Answering Y for Yes, returns to distribution screen, the cursor will go to "Any change?". If the ENTER key is pressed, the cursor will go to the first empty line. Operator may now finish applying the money.

An Invoice is Short Paid:

If an invoice is short paid by a few cents and you just want to clear the invoice off the account, you can put the difference in the “Disc-allow” field. This can be done automatically. For example, an invoice is $42.40, but the customer paid just $42.00. The ‘Apply Amt’ field will fill in with the $42.00, you can manually put $0.40 in the Discount Allowed field. When you are finished, the system prompts:

Line item discounts do not match total discount.

Return to distribution screen? (Y/N): N Current disc total: $0.00

Y/Review N/no change TAB/change disc total to $0.40

By pressing the TAB key the $0.40 discount will be entered onto the front screen of the cash entry in field #8 automatically.

WHEN FINISHED APPLYING PAYMENTS, CREDIT MEMOS & UNAPPLIED PAYMENTS:

Change Existing Cash Records: (Sub-task #2) Enter "TRX number" (transaction number) and make changes to the record. If you don't know the transaction number, run the edit report (sub-task #4) to determine the correct number or scroll through each transaction to get to the one you want.
Delete Existing Cash Records: (Sub-task #3) Enter "TRX number", prompt asks if this record should be deleted. Y for Yes, No for No. If you don't know the transaction number, run the edit report (sub-task #4) to determine the correct number or scroll through each transaction in this sub-task.
Print Selected Cash Records: (Sub-task #4) The edit report. Print (or "Pre" to screen) and verify the Cash Edit List for accuracy. The edit list may be printed by an individual operator (based on terminal number). The end of the Cash Edit List gives two totals:
- (1) Total Amount Received: This $ amount should exactly equal the amount of the bank deposit for the day plus the credit card slips.
- (2) Total Change to A/R: This total is the amount of credit applied to Accounts Receivable.
- NOTE: The miscellaneous income received (disbursed directly to a G/L account # using fields 14 & 15) amount will be included in the Total Amount Received Totals, but will NOT be included in the Total Change to A/R.

Post Selected Cash Record: (Sub-task #5) Post cash receipts, which may be posted by an individual operator (based on terminal number) see document titled “Cash Receipts – Multiple Users Entering Cash”.

The Cash Receipts will now be posted to the following A/R Tasks:

Task #17: Customer Master
Task #18: A/R Open
Task #20: Cash History
Task #22: Batch Control Maintenance

A batch number will appear in the upper left hand corner of the Cash Post Journal. Save this posting journal, as this is the original document for an audit trail. If you are balancing the A/R daily, add the figures from the posting to your spreadsheet. For instructions on how to set up a spreadsheet, see the document on our website titled: A/R Daily Balancing Spreadsheet Example If you are interested in saving the postings to a file instead of printing them, please e-mail us at: support@mvsoftware.com

Erase All Cash Records: (Sub-task #6) Will erase EVERYTHING entered into Cash Receipts, but not yet posted.