Use this program to maintain accurate Accounts Receivable balances by posting payments, discounts and adjustments to customer accounts or posting miscellaneous cash to general ledger accounts.
This program may be used each time cash and checks are to be deposited into the bank and to process customer payments by credit card. It may also be used to adjust customer invoice balances or apply credit memos against invoices.
Customer balances and document balances are not changed until the Cash Receipts & Adjustments Register is printed and updated.
During the program, no two users may pay the same document at the same moment and the program gives you the option to skip the document or retry. When a document has already been paid on an existing batch, other batches that access the document may only pay off the balance of the document.
Processing Notes
The Cash Receipts & Adjustments Entry screen is divided into the header portion, where you enter the batch number and batch amount and the line item portion, where you add all checks and miscellaneous cash transactions within the batch.
During processing, line reference notes for customer are available when a line is highlighted that has a valid customer.
Once you complete the batch information, you can enter checks and miscellaneous cash transactions within the batch in customer#/check# order in the line browser. If you entered or edited the check information, the system displays the Apply Payment Entry (ARE211) screen, which is used to distribute a check to the open Accounts Receivable documents that it is to pay. If you entered or edited the miscellaneous cash information, the system displays the Miscellaneous Cash Entry (ARE212) screen, which is used to distribute a miscellaneous cash transaction to the proper GL accounts.
For disputed documents, the system displays a Y in the D column of the invoice listing. You can post payments against disputed documents, but the Auto Apply function bypasses disputed invoices.
Credit Card Processing: This program allows entry and processing of customer payments by credit card. Once processed, the credit card payment cannot be deleted. If necessary, it can be voided which will process a void on that card number. A payment entered for credit card must be processed through the credit card processor before the batch will post on the Cash Receipts and Adjustments Register.
AR Lockbox and ACH Transactions
The Cash Receipts & Adjustment Entry (ARE210) program allows the import of an external payment file into the FACTS system. The program interprets the incoming data by using a payment map and creates PVX Import Payment and Remittance files of this information.
When you create a new cash receipts batch you can indicate that this is an electronic batch by using the button beside the Batch field (or via the menu option for accessing this same feature). Selecting this button displays the New Electronic Batch (ARE210) program so you can enter batch information.
You can open an existing electronic batch just like any other batch by typing in the batch number in the batch field or using Search. If the selected electronic batch had not yet been imported into a cash receipts batch, FACTS displays the Batch Correction Entry (ARE210) screen, where you can enter all information needed for a cash receipts check that is not obtainable from the external payment file. All required information must be entered in Batch Correction Entry (ARE210) before the payments can be imported into a cash receipts batch. Once all check information is correct, the payment batch will be converted into a cash receipts batch and display in Cash Receipts & Adjustment Entry (ARE210).
After the imported lines from the external payment file are reviewed and corrected as needed in Batch Correction Entry (ARE210), FACTS returns you to the Cash Receipts & Adjustment Entry (ARE210) program. The Batch Total is automatically calculated from all of the check amounts imported and cannot be changed. If the map indicates that there is a batch summary record and the number of checks and total amount from this record does not match the calculated number of checks and batch total, FACTS displays a message indicating this.
Cash Receipts and Adjustment Entry for electronic batches can also process miscellaneous cash payments as well as customer account payments. When a line is highlighted in Batch Correction Entry, the "Misc Cash" button will assign the customer number with Miscellaneous Cash. Any remittance advice will be ignored when importing. Once the batch is imported into Cash Receipts Entry, you can apply the account number to this payment for proper GL handling.
Once in the cash receipts files, the only check header field that can be changed is the memo. All other fields will be disabled. The Type field will be set based on the map setting.
The program indicates if any checks are not fully distributed; click Apply to resolve these.
In an electronic batch, the only checks can be from the import file and must be processed together, so you cannot add or delete lines in electronic batches.
You can delete the entire batch. Upon deleting an entire electronic batch, FACTS displays a message that the electronic data was not imported and the external payment file will be restored from the encrypted archive file. All records for this batch will be removed from the PVX Import Files and the standard cash receipts files.
If you have already imported the batch records into the AR Cash Receipts Batch and later determine that one check is actually a payment for multiple customers or a check is to the wrong customer, you can use the menu option to allow that payment record to be sent back to the Batch Correction Entry program. If the payment had been applied, you must delete all the apply transactions before this option will be allowed. Once back in Batch Correction Entry, the customer number can be changed or the payment split. You have the options to save the payment in the correction screen or bring it back into the Cash Receipts Entry screen. If the payment is saved in Batch Correction Entry, FACTS re-displays Batch Correction Entry program when you enter the batch number again in Cash Receipts & Adjustment Entry. You must correct and re-import the payment back into Cash Receipts Entry before the remainder of the batch can be accessed.
AR Cash Receipts and Adjustment Entry (ARE210) maintains the sequence number in which checks were entered. For Electronic Batches, the sequence number is the order the check appears in the electronic file. This feature makes it easier to find errors as you scroll through the stack of checks. You can sorts the lines in the browser based on any of the column headings.
Access this program by clicking Accounts Receivable>Cash & Credit Application>Cash Receipts & Adjustments Entry.
Click Field Descriptions for information on each field.
See Also
Entering and applying Miscellaneous Cash
Managing debit memos (not tied to invoices)
Entering new batches for cash receipts and adjustments
Entering cash receipts and adjustments
Adding a line to a batch for cash receipts and adjustments
Entering a payment automatically