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You are here: General Ledger > Cash Receipts
Cash Receipts
Function
Enter, change, or print cash receipt batches.
Document Attachment
CR Document attachment
Operating Instructions
Cash Receipt List
The grid displays all CR batches and the corresponding hash totals. Columns can be sorted ascending or descending by clicking on the column heading. The CR batch can also be posted or unposted in the grid.
Enter, change, or print cash receipt batches.
Document Attachment
CR Document attachment
Operating Instructions
Cash Receipt List
The grid displays all CR batches and the corresponding hash totals. Columns can be sorted ascending or descending by clicking on the column heading. The CR batch can also be posted or unposted in the grid.
Click this button to create a new CR batch
Click this button to edit a previously created CR batch
Deposit Tab
Batch # - The next batch number is automatically assigned.
Description - Enter a description for the batch that will print on the batch control, batch register and Batch Analysis.
Bank – Select the bank account number that the monies are being deposited into.
Deposit Date – Select the date of the deposit
Posting Period - The posting period will automatically default to the last day of the month in which the deposit date was entered.
Posted - This field will display True or False depending if the deposit batch has been posted.
Print Options - Signature lines can be included when the Cash Receipt Batch is printed. Additionally, the order the cash receipts will print in can be chosen. Alpha or Document #.
Cash Receipt
ACH Credit - Check this box if the deposit is the result of an ACH transaction.
Note: If this box is checked the check number will be replaced with "ACH" on all appropriate reports.
Batch # - The next batch number is automatically assigned.
Description - Enter a description for the batch that will print on the batch control, batch register and Batch Analysis.
Bank – Select the bank account number that the monies are being deposited into.
Deposit Date – Select the date of the deposit
Posting Period - The posting period will automatically default to the last day of the month in which the deposit date was entered.
Posted - This field will display True or False depending if the deposit batch has been posted.
Print Options - Signature lines can be included when the Cash Receipt Batch is printed. Additionally, the order the cash receipts will print in can be chosen. Alpha or Document #.
Cash Receipt
ACH Credit - Check this box if the deposit is the result of an ACH transaction.
Note: If this box is checked the check number will be replaced with "ACH" on all appropriate reports.
Bank - This will be automatically put the GL Bank account number entered on the “deposit” screen.
Amount - Enter the amount of money received.
CR # - This will be automatically assigned based upon the next available number.
Description- The description prints on the Cash Receipt register but does not print on the GL.
Check # - Enter the check # of the check received or leave blank if cash was received.
Invoice #- Enter the invoice number in which money was received for or leave blank if the money was not invoiced or the invoice number is not known. (If the AR supplement is installed) If the customer has more than one outstanding invoice, leave the invoice field blank. GMS will automatically apply all outstanding invoice amounts. The amounts can be changed under the receipt column in the grid.
Note: If Supplement #336 Accounts Receivable is not installed, some fields will not be available and noted with **
**Customer - If an invoice number was entered above, the customer’s code will automatically appear. If an invoice number was not entered, enter the customer number or select from the combo box.
Vendor – Enter the vendor number or use the drop down box to select the number.
Name - If a Customer/Vendor number was entered, the name will be displayed. Use the drop down box to select a name if the Customer/Vendor number is not known.
Element - Enter or select from the combo box element number. If revenue is entered at the project level, bypass this field.
Project - Enter or select the project number from the combo box. This field will be populated if an Element number was entered.
GL Code – Enter or select from the combo box General Ledger Transaction Code.
Amount O/S - If an invoice number has been referenced and Supplement #332 Accounts Receivable is installed, the amount will automatically be displayed.
1099 Refunds - If the cash receipt being recorded is a refund on a payment made to a vendor that will be receiving a 1099, this box may be checked. The 1099 process will give you the opportunity to subtract this cash receipt amount from the total vendor payments for this vendor.
Amount - Enter the amount of money received.
CR # - This will be automatically assigned based upon the next available number.
Description- The description prints on the Cash Receipt register but does not print on the GL.
Check # - Enter the check # of the check received or leave blank if cash was received.
Invoice #- Enter the invoice number in which money was received for or leave blank if the money was not invoiced or the invoice number is not known. (If the AR supplement is installed) If the customer has more than one outstanding invoice, leave the invoice field blank. GMS will automatically apply all outstanding invoice amounts. The amounts can be changed under the receipt column in the grid.
Note: If Supplement #336 Accounts Receivable is not installed, some fields will not be available and noted with **
**Customer - If an invoice number was entered above, the customer’s code will automatically appear. If an invoice number was not entered, enter the customer number or select from the combo box.
Vendor – Enter the vendor number or use the drop down box to select the number.
Name - If a Customer/Vendor number was entered, the name will be displayed. Use the drop down box to select a name if the Customer/Vendor number is not known.
Element - Enter or select from the combo box element number. If revenue is entered at the project level, bypass this field.
Project - Enter or select the project number from the combo box. This field will be populated if an Element number was entered.
GL Code – Enter or select from the combo box General Ledger Transaction Code.
Amount O/S - If an invoice number has been referenced and Supplement #332 Accounts Receivable is installed, the amount will automatically be displayed.
1099 Refunds - If the cash receipt being recorded is a refund on a payment made to a vendor that will be receiving a 1099, this box may be checked. The 1099 process will give you the opportunity to subtract this cash receipt amount from the total vendor payments for this vendor.
Additional Things You Should Know
- If an error is discovered after an item has been saved to the grid, it must be removed from the grid and reentered. To remove an item, you must select the Edit button and then double left click on that line.
- When entering a customer with more than one invoice, select which invoice the cash receipt is applied to by clicking on the “Receipt” column in the grid and editing the amounts. These edited amounts will be accepted once you leave that.
- If a cash receipt was entered and it referenced the wrong invoice number, the cash receipt needs to be voided so the A/R Analysis will properly reflect the outstanding invoices. If the error was discovered during the month, it was originally entered, just unpost the CR batch and delete the cash receipt and reenter correctly. If the error was discovered after the month end was completed, enter a new cash receipt with negative amounts, leave the invoice field blank, enter the customer's name and the asset GL Code. It will ask you what invoice you want to apply the amount to. Enter the invoice number that was incorrectly entered on the original cash receipt. Enter the negative amount again and enter to put it into the grid and click Save.
- If an error is discovered after an item has been saved to the grid, it must be removed from the grid and reentered. To remove an item, you must select the Edit button and then double left click on that line.
- When entering a customer with more than one invoice, select which invoice the cash receipt is applied to by clicking on the “Receipt” column in the grid and editing the amounts. These edited amounts will be accepted once you leave that.
- If a cash receipt was entered and it referenced the wrong invoice number, the cash receipt needs to be voided so the A/R Analysis will properly reflect the outstanding invoices. If the error was discovered during the month, it was originally entered, just unpost the CR batch and delete the cash receipt and reenter correctly. If the error was discovered after the month end was completed, enter a new cash receipt with negative amounts, leave the invoice field blank, enter the customer's name and the asset GL Code. It will ask you what invoice you want to apply the amount to. Enter the invoice number that was incorrectly entered on the original cash receipt. Enter the negative amount again and enter to put it into the grid and click Save.
