Cash Receipts & Adjustments Entry (ARE210)

How To

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 two sections: 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 the Search button. 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.

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--use the Apply button 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 (and functionality is disabled) to 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 redisplays 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.

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

Use the following fields to enter cash receipts and adjustments:

1. Batch

Enter the batch number (up to four alphanumeric characters). Press F2 or to search for batches; press 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

Enter the total amount of the batch (deposit) (0-99999999.99). For existing batches press F1 or the $image\add.gif$ icon 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 enter 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

Enter the customer number. Entry of a valid customer number displays the customer name, balance, credit limit, phone, contact and memo. (For existing batches, press the $image\plus.gif$ icon to access the Customer field.)

Press F2 or the $image\find_shg.gif$ icon to search. Refer to the Customer Search topic for details about searching for customers.
Press F3 or the second $image\add.gif$ icon to enter miscellaneous cash for the customer number. Press F4 to end and proceed to field #1.

Press F1 or the first $image\add.gif$ icon to 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.

Select the $image\notecuston_shg.gif$ icon to access Note Entry (SME710) for the customer specified in the program.

6. Check #

Enter the check number (up to six characters). Press F3-Cash or the $image\add.gif$ icon 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

Enter the check date. Press Enter (CR) to default to the system date.

8. Type

Select 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 by the user, this will not be considered a true credit card payment. The program will not do any credit card processing.

9. Amount

Enter the check amount or cash amount to be posted for this customer (+/-9999999.99). Press Enter (CR) 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 the user 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 the user 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:

The next receipt number will be assigned and other credit card information will be stored in the SMCCRT file
The credit card receipt will optionally print.
The “check number” in ARCSHH/L will be set to the receipt number.
The payment cannot be changed or deleted.

If the transaction fails or you elect to 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

Enter any memo to identify or explain this transaction (up to 30 characters). The memo prints on the Cash Receipts & Adjustments Register.

Press the $image\save.gif$ icon to enter 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 from the following:

$image\plus.gif$ Allows you 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:

The next receipt number will be assigned and other credit card information will be stored in the SMCCRT file
The credit card receipt will optionally print.
The “check number” in ARCSHH/L will be set to the receipt number.
The payment cannot be changed or deleted.

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:

The next receipt number will be assigned and other CC information will be stored in the SMCCRT file. The “sale” receipt# will be written to the cc_void_receipt$ field of the void SMCCRT record.
The credit card receipt will optionally print.
The payment will retain the “sale” receipt# but the void receipt# will also be stored in the record.
The payment amount will be changed to zero and the invoices that were flagged as paid will be cleared.
The payment cannot be changed or deleted.

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 user may 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. The user will get 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.

Done Pressing Done or F4 completes 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, the user 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 an open document in the lower portion the screen and select from the following:

For existing checks or miscellaneous cash entries, you can highlight the line and press the $image\Delete.gif$ icon to delete the check or miscellaneous cash entry.

For existing checks or miscellaneous cash entries, you can highlight the line and press the $image\edit_shg.gif$ icon to edit the memo, date or amount for the check or miscellaneous cash entry.

Menu Bar Options

File

Delete Batch	Deletes a batch. The system displays the message: Are you sure you want to delete? Enter 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.
Exit	Exits the program

Edit

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
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.
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

List Payments

The list payments option from the menu bar will be disabled when the user is adding a new check or miscellaneous cash transaction (line) but is enabled when editing the line. The Apply button is excluded when the user is in line edit. The reasons are the same as above for the apply option.

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

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. Enter 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.

Apply

The Apply option from the menu bar will be disabled when the user is adding or editing a check or miscellaneous cash transaction (line)

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.

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 checks

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 manually

Entering a payment automatically

Posting on-account payments

Entering debit memos

Applying credit memos or on-account documents to invoices

Payment Options