Use these fields to enter cash receipts and adjustments.
1. Batch
Specify the batch number (up to four alphanumeric characters). Press F2 to search for batches; press the Electronic Batch button to enter electronic batches. For existing batches, all checks and miscellaneous cash transactions already applied to this batch for this customer are displayed in the browser in the lower portion of the screen.
2. Batch Total
Specify the total amount of the batch (deposit) (0-99999999.99). For existing batches press F1 to display the Add to Batch Total dialog where you can enter a new batch total or add to the batch total amount.
3. Distributed
The system displays the amount of all the checks and miscellaneous cash transactions that have been entered for the batch.
4. Balance
The system displays the batch total minus the distributed amount.After you specify the batch information, the system displays all checks and miscellaneous cash transactions within the batch in the line browser. Existing batches display in customer#/check# order.
5. Customer
Specify the customer number. Entry of a valid customer number displays the customer name, balance, credit limit, phone, contact and memo. (For existing batches, press Add to access the Customer field.)
Refer to the Customer Search topic for details about searching for customers.
Press F3to enter miscellaneous cash for the customer number.
Press F1to enter the invoice number if you do not know or remember the customer number. The default information will remain by customer number but the system displays the Invoice # prompt so you can enter the invoice number.
Click C to access Note Entry (SME710) for the customer specified in the program.
6. Check #
Specify the check number (up to six characters). Press F3-Cash to assign a cash number from Cash Receipts Control F/M to identify this entry if posting cash. If you enter a check number already used for this customer in the current batch, the system displays a message the check number is already on file for this customer, and the program returns you to the Check # field so you can enter another check number.
Tabbing through this field (that is, entering a blank check number) indicates a credit/debit card transaction that is to go through the credit card processor.
7. Date
Specify the check date. Press Enter to default to the system date.
8. Type
Specify the payment type for the transaction. You can select from: C-Cash, 1-Check, 2-Credit Card, 3-Debit Card, A-ACH If you leave the Check field blank, the Type defaults to 2-Credit Card or 3-Debit Card. Note: If credit card or debit card type is selected but a check number has been entered, this will not be considered a true credit card payment. The program will not do any credit card processing.
9. Amount
Specify the check amount or cash amount to be posted for this customer (+/-9999999.99). Press Enter to default to 0.
For credit card payments If the payment amount is left zero, the pay and auto-apply features on the Apply Entry screen will pay the full amount of the invoices rather than only up to the payment amount remaining undistributed. This allows you to select the invoices to be being paid and then optionally have that total updated to the payment amount. If a payment amount is entered, the pay and auto-apply features will function as they currently do for checks or cash payments. A negative amount for a credit/debit card type will be sent as a credit.
Credit Card Payment Note: When adding a new true credit card payment and the payment amount is not zero, FACTS displays the Credit Card Entry screen. Processing the credit card here will allow you to know if the credit card will be accepted before going through the whole process of assigning the invoices to be paid.
You can process the credit card immediately. If the transaction is successful:
If the transaction fails or you cancel the transaction, FACTS display a window where you can select to either continue without process the credit card or to cancel and go back to the memo field.
10. Memo
Specify any memo to identify or explain this transaction (up to 30 characters). The memo prints on the Cash Receipts & Adjustments Register.
11. Dis Grace Days
The system displays the discount grace period entered on the Accounting Tab of Customer F/M (ARF910). The discount grace days value is used to allow customers to still receive the terms discount even if payment is received after the discount due date. You can modify this field. This grace period is not added to the terms code when an invoice and discount due date are calculated. The customer is not able to view the extended discount period. The discount grace period is only used once payment is being processed to easily allow a discount to still be taken. No recalculation will be done if the grace period is changed after invoices have been paid. This value will only take effect when using the Pay, Pay Edit and Auto Apply buttons or the Apply button at the payment field of Apply Payment Entry (ARE211).
Save the check or miscellaneous cash information and:
If you entered or edited the check information, the system displays the Apply Check 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 existing batches, you can highlight an open document in the lower portion the screen and select to:
Add another customer and check or miscellaneous cash lines to the batch.
List Pmts -Accesses List Payments (ARE214), which lists all of the invoices, miscellaneous cash and on-accounts made with the currently displayed check. Information listed includes invoice number, payment, discount, and adjustment amount.
Apply -Applies the payment by automatically accessing either the Apply Payment Entry (ARE211) or Miscellaneous Cash Entry (ARE212) payment program as appropriate.
Process CC-- process the credit card immediately. If the transaction is successful:
Void CC--– Processes a void transaction to the credit card number. FACTS displays the credit card entry screen, defaulting the card number, expiration date and amount originally used. You will be able to change the card number and expiration date.
If the void transaction is successful:
If the transaction fails, you will receive the standard credit card processing messages and the payment will remain processed.
Credit Card Transaction Notes:
As long as the credit card is not processed, the date, type, amount and memo can be changed on the payment line. The line can also be deleted.
Once the credit card has been processed, the payment cannot be changed or deleted, it can only be voided. However, the you can still go into the Apply Entry screen and change how the payment is applied to invoices.
If this screen is left with credit card payments not processed then the register will not run for that batch. You will receive a message but still be allowed to exit the batch.
The type column in the browser will additionally display the last 4 digits of the credit card number for true credit card payments.
Click Done to complete entry of the check by updating the distributed amount of the batch, clearing the screen and returning to the Batch field. The system allows you to exit the batch entry without entering any checks or miscellaneous cash transactions. If the batch is not fully distributed, you will receive a message but will be allowed to exit the entry. Your changes update the batch control record, batch amount distributed, and batch fully distributed system setting.
For existing checks or miscellaneous cash entries, you can highlight the line and delete or edit the check or miscellaneous cash entry.
Menu Bar Options
File
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Delete Batch |
Deletes a batch. The system displays the message: Are you sure you want to delete? Specify N or YES to indicate whether to delete batch. The program defaults to N. YES delete the batch total amounts and will return to the Batch number field. |
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Exit |
Exits the program |
Edit
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Add Check |
Enables you to add a check to the posting payments, discounts and adjustments to customer accounts or posting miscellaneous cash to general ledger accounts |
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Delete Check |
Enables you to delete an entire check or miscellaneous cash transaction. All lines (GL numbers and amounts) are deleted and the check distributed amount updated. |
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Edit Check |
Enables you to edit the Account numbers and amounts of a check or miscellaneous cash transaction. The date, check amount, and memo may be changed. |
View
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List Payments |
The list payments option from the menu bar will be disabled when you is adding a new check or miscellaneous cash transaction (line) but is enabled when editing the line. The Apply button is excluded when you are in line edit. The reasons are the same as above for the apply option. |
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Customer Notes |
Displays any notes entered in AR Customer Inquiry or Notes Entry SME710 for the selected customer. Refer to the Viewing/Entering Notes from Sales Order Programs topic for details. You cannot access the Customer Notes feature (View-->Customer Notes) while you are working in the line-item portion of the screen. When you finish with line items, place the cursor in the header portion of the screen and then select View-->Customer Notes. |
Options
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Change Batch Amount |
Allows you to change the batch amount after the batch header information has been added. The system displays a dialog box containing the New Batch Total and the Add To Batch prompts. Specify the amount to be added to the batch amount and press Enter or Tab to add the amount to the new batch total field. Press F4 to back out of the Add To prompt and access the New Batch Total field and enter a new batch total amount. Press OK to set the batch amount to the new value and recalculate the batch balance. |
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Apply
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The Apply option from the menu bar will be disabled when you are adding or editing a check or miscellaneous cash transaction (line) |
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Process Credit Card |
Processes the credit card immediately. If the transaction is successful FACTS optionally prints the credit card receipt and assigns the next receipt number. Note that the payment cannot be deleted or changed.
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Void Credit Card |
Processes a void transaction to the credit card number. FACTS displays the credit card entry screen, defaulting the card number, expiration date and the amount originally used. You can change the credit card number and expiration date. If the void transaction is successful, you can optionally print the credit card receipt and FACTS changes the payment amount to zero and clears the invoices that were flagged as paid. Note that the void transaction cannot be changed or deleted. If the transaction fails you will receive the standard credit card processing messages and the payment will remain processed. |
See Also
How to enter and apply Miscellaneous Cash
How to create, delete, or modify debit memos (not tied to invoices)
How to enter new batches for cash receipts and adjustments
How to enter cash receipts and adjustments
How to add a line to a batch for cash receipts and adjustments
Entering a payment automatically