Cash Entry Screen

Cash Entry Screen

 

Overview

The Cash Entry program lets you enter the payments you receive from customers into the A/R system, and after you run Daily Updates, they are updated to the General Ledger each day. 

To make posting cash receipts easy and fast, you may select open AR records by invoice date or by file/invoice number.

 

Screen

The Cash Entry screen displays when you select Cash Entry from the menu.

 

Procedure

To enter Cash Receipts, follow the steps below.

 

Step

Action

Comment

                                  1           

In the Control Total field, enter the control total for the cash you receive.

Note:  For audit purposes, enter, edit, and post each deposit slip as a separate batch. This makes the bank reconciliation process easier, since deposit amounts will match when you receive your bank statement.

It is recommended this total match your bank deposit slip total.

Applied Running Total: The Applied field at the top of the screen provides a working total as you enter invoices. When you enter an invoice, this field is increased by the amount entered against each invoice. It should equal the control total when the entire deposit is applied.

                                  2           

In the Posting Date field, enter the date you want the cash receipts to affect the A/R and G/L files, or press Enter to accept the default system date.

Note: You do not have to post your cash daily. However, it is recommended that you enter and post each bank deposit separately. If you enter multiple deposits in a single day, run the Cash Posting program after entering each deposit so that each is posted separately. This makes the bank reconciliation process easier because the deposit amounts will match when you receive your bank statement.

This date must be valid in your Accounting Dates Control Maintenance file.

                                  3           

In the Deposit to Bank field, enter the bank number of the bank where the batch was deposited.

The bank number from the A/R Control File Maintenance is the default. Other valid banks are listed in the Bank Maintenance program. If you trade in different currencies, note that specific currencies and G/L numbers are set up in Bank Maintenance.

                                  4           

In the Bill To field, enter the customer code for the account to be affected by the cash receipt.

If this is a non-A/R cash receipt, enter the letters GL to indicate a special G/L cash transaction. For more information, see How to Post Directly to the GL.

If you do not know the exact customer code, you may do a search by entering ? in the field. The customer search screen will display.  See How to Do a Customer Search in Cash Entry for more detail.

                                  5           

In the Payer fields, press Enter to accept the default customer name and address.

If the payer’s name is different from the customer name, type in the correct name and press Enter.

When you enter a customer code in the Bill To field, the customer’s name and address automatically display in these fields.

                                  6           

In the Check No field, enter the check number of the check received from the customer.

This is a required informational field that prints on the Cash Receipts Register and Paid Invoices Register when you run Cash Posting.

                                  7           

In the Cust Bank field, enter the customer’s bank name or the routing/transit number from the check.

This is an optional informational field that prints on the Cash Receipts Register and Paid Invoices Register when you run Cash Posting.

                                  8           

In the Amount Recvd field, enter the amount received from the customer.

This amount is the check total received from the customer. For information about processing overpayments and underpayments, see the section with the same name.

                                  9           

In the A/R Amount field, press Enter to apply the entire amount received to A/R.

If you are not applying the entire amount to A/R, enter the A/R amount minus any dollar amounts applied directly to a G/L account.

 

                                10          

In the (E)ntry Select in (D)ate/(F)ile order field, enter E, D, or F.

·          Enter E to enter the invoices to be paid.

·          Enter D to select invoices from a list of open items sorted by their date (earliest first).

·          Enter F to select invoices from a list of open items sorted by file or invoice number.

You may apply cash receipts to open AR items by entering the invoices or by selecting them from the screen.

·          If you entered D or F in the field above, the Cash Entry Selection screen will display. The Cash Entry Selection screen allows you to select an open item for this Bill-to customer from a list of open items in whatever order you wish: by invoice date, or by invoice/file number.

·          If you entered E in the field above, the Cash Entry Detail screen will display. The Cash Entry Detail screen lets you manually enter the invoices to be paid.

                                11          

Update the screen to continue. 

You may also display the Cash Entry Detail screen by entering DTL in the Action field, or you may display the Cash Entry Selection screen by entering SELF (Selection by File number) or SELD (Selection by date) in the Action field.

When you update the Cash Entry screen, the next screen –Cash Entry Selection screen – will display if you have selected D or F in the previous field.  If you entered E, then the Detail screen will display instead.

 

Next Screen: Cash Entry Selection Screen