Cash Receipts & Adjustment Register (ARR210)

Use this program to print a register of all transactions entered through the Cash Receipts & Adjustments Entry program.

This program:

Prints a listing of all payments, discounts and adjustments.
Builds and prints a general ledger distribution, if desired.
Prints a deposit ticket.

The optional update:

Posts to general ledger.
Updates the open documents file and the customer balance.
Updates the company accounts receivable balance, clear the cash receipts & adjustments file, updates appropriate control records.
Voided credit card payments will not update any data files.

This register should be printed, checked and updated following each Cash Receipts & Adjustment Entry. Most users do this on a daily basis per deposit.

Processing Details

The Cash Receipts & Adjustment Register debits the cash account of the bank for each transaction running through the register. If the bank designated on the register uses the deposit system, the Cash Receipts & Adjustment Register debits the new cash clearing account of the bank for each check instead. The Cash Receipts & Adjustment Register creates records in the indirect transaction files instead. There is one header record created in the SMITRH file for a register run and then each check transaction will create a record in the line file (SMITRL). If the bank does not use the deposit system or is set to auto create the deposit, the indirect transactions are used to create a deposit transaction in the new bank transaction files (SMTRNH/SMTRNL). The only exception to this is if the bank uses the deposit system and is set to auto create the deposit but the total of all the checks (deposit amount) is less than or equal to zero. In this case, the deposit is not created.

You do not have to exit the Cash Receipts & Adjustment Entry program to print and/or update batches. As long as a batch is not in use by another user, it can be run through the register. However, the system updates only fully distributed batches.

When you select to run all batches through the Cash Receipts Register, the system checks the batches and any that are in use or out of balance cause the message "The following batches are out of balance or in use and will be skipped XXX" to be displayed when you select the OK button. Then, when the register prints, these batches are not printed.

If a credit card payment or credit is entered but not processed, the batch will not run through the update. These will be added to the message that the user gets if “all” batches is selected.

Register information for each entry includes the following: batch number, customer number and name, check number, date applied, document number, original document amount, entry date, current document amount, due date, discount amount, and discount due date. Transaction information includes payment amount, discount amount, adjustment amount, adjustment code, new document balance, check amount and memo. Depending on a flag in the company AR static control record, you can obtain a general ledger distribution. The report also includes information on batch total, report total and total number of checks for both batch and report.

Debit memo transactions are reported along with the other transactions that are applied to a check. The information shows the payment amount as a negative of the amount that was entered. This indicates that the debit memo actually reduces the payments amount. The totals on the debit memo amount print in the summary portion at the bottom to reflect the new AR balance and the deposit total.

Templates that store "current period" (or similar values like "system date") resolve to the "current period at the time the report is run" rather than what the "current period" was at the time the template was created. For example: If you save a template for the Cash Receipts & Adjustments Register and select "System Date" for the Date field, when that template is selected to run again (either manually or via Job Stream) the current date is determined using the FACTS system date when the register is run not the date when the template was created.

Recap information includes the following:

Beginning AR balance	Payments
- Payments	+ On-accounts created
- Discounts	- On-accounts applied
+ Adjustments	- Credit memos applied
+ Debit memos created	- Debit memos created
- On-accounts created	Cash applied to AR
+ On-accounts applied	+ Customer misc. cash
+ On-accounts applied	+ Misc. cash

If the Deposit ticket flag is set to Y in the cash receipts control record, a deposit ticket will print after the Cash Receipts Register. The deposit ticket prints the following: batch number, bank, account number, check number, customer name, and check amount. The deposit total and total number of checks and batches listed are also included.

If the payment is by credit card, the last 4 digits of the credit card number will print next to the type. If the payment is voided, the receipt number of the void will print.

Electronic Batch Processing

When you access the Cash Receipts & Adjustment Register (ARR210) screen from the menu, FACTS displays a warning message identifying any electronic batches that are not complete, meaning that the batch still remains in the correction entry screen or the batch or checks are not fully distributed.

If you select to run the register for a single electronic batch, the bank code defaults to the bank code entered when the batch was created. If you change the bank code on this screen, FACTS displays a message warning that the bank indicated during the batch creating was different. This will not, however, prevent you from running the register and posting to a different bank.

If you select to run the register for all batches, any electronic batches that do not match the bank code selected for the register will not process.

Once a batch is updated, FACTS removes all records for that batch from the PVX Import payment and remittance Files.

Access this program by choosing Accounts Receivable-->Cash & Credit Application-->Cash Receipts & Adjustments Register.

Fields for the Cash Receipts Register

1. Batch

Enter the batch number to print. The entry must be a valid batch number. Press F1 or $image\all_shg.gif$ the icon to default to ALL. If the batch number entered or if one of ALL batches are not in balance (i.e., distributed does not equal deposits), the optional update is not available.

2. Deposit Date

Enter the deposit date. The date entered must be within the current or next GL period and not prior to the current AR period. This date determines the posting period for GL. Press F1 or the $image\sysdate_shg.gif$ icon to default to the system date.

3. Deposit

Enter the deposit number (0-9999). You have the option to use part of the number on the deposit slip, the date, or any other number to identify this deposit. (This is a memo field.) Press F1 or the $image\newrec.gif$ icon to default to NEXT.

4. Bank

Enter the bank ID code of the bank for this deposit, and the system displays the bank name. The entry must be a valid bank code. Press F2 or the $image\find_shg.gif$ icon to search.

5. Command Line Text

Cash Receipts Register Processing:

The Cash Receipts Register output consists of a register printout, an optional printout of deposit ticket and an optional printout of the GL distribution. After each output report, the system will prompt with :

OK to print (next report)?

or OK to update? after all requested reports have printed.

Select YES to continue to the next step. Select NO at any prompt to stop processing. Corrections can then be made and the register can be rerun.

After selecting YES to the prompt "OK to update?", no further printing is done and the program proceeds with the update. The register can not be rerun after you have reached this step.

Cash Receipts & Adjustment Register (ARR210)

Fields for the Cash Receipts Register

See Also